compliance maintenance annual report
Transcription
compliance maintenance annual report
AGENDA CITY COUNCIL MONONA PUBLIC LIBRARY, COMMUNITY MEDIA ROOM 1000 NICHOLS ROAD MONDAY, JUNE 3, 2013 7:30 P.M. A. Call to Order. B. Roll Call and Pledge of Allegiance. C. Approval of Minutes from May 20, 2013 and May 23, 2013. D. Appearances. E. Public Hearing. (None) F. Consent Agenda. 1. Approval of Renewal Applications for 2013/2014 Class "A” Fermented Malt Beverage Licenses: a. La Rosita of Wisconsin, Inc., d/b/a La Rosita Latina, 6005 Monona Drive b. PDQ Food Stores, Inc., d/b/a PDQ Store #123, 105 East Broadway c. Speedway LLC Owned by MPC Investment LLC, d/b/a Speedway #4088, 5450 Monona Drive 2. Approval of Renewal Applications for 2013/2014 Class "A" Fermented Malt Beverage and “Class A” Liquor Licenses: a. Roundy’s Supermarkets, Inc., d/b/a Ultra Mart Foods, LLC/Copps Food Center #8181, 6540 Monona Drive b. Fellerson, Inc., d/b/a Ken's Meats & Deli, 5725 Monona Drive c. Licali’s Market, Inc., d/b/a Licali’s Market & Spirits, 6325 Monona Drive d. Monona Mart, LLC, d/b/a Monona Mart, 1220 East Broadway e. Kwik Trip Inc., d/b/a Tobacco Outlet Plus #531, 6300 Monona Drive, Suite 2 f. Walgreen Co., d/b/a Walgreens #4830, 5300 Monona Drive g. Wal-Mart Stores East LP, d/b/a Wal Mart Supercenter #3857, 2151 Royal Avenue 3. Approval of Renewal Applications for 2013/2014 Class “B" Fermented Malt Beverage and “Class B” Liquor Licenses: a. Patrick Augustine, d/b/a Angelo's, 5801 Monona Drive b. Bourbon Street Grille, Inc., d/b/a Bourbon Street Grille, 6312 Metropolitan Lane c. Bridge Road, LLC Owned by William Noltner, d/b/a Bridge Lounge, 6414 Bridge Road d. Blazin’ Wings, Inc., d/b/a Buffalo Wild Wings, 6544 Monona Drive e. Blake & Blake, d/b/a David’s Jamaican Cuisine, 5734 Monona Drive f. The East Side Club, Inc., d/b/a East Side Club, 3735 Monona Drive g. Mr. Luo, LLC Owned by Jun Luo, d/b/a Edo Garden Japanese Restaurant, 6309 Monona Drive h. Fat Jack’s Monona, Inc., d/b/a Fat Jack's, 6207 Monona Drive i. Joe’s Fire Station, LLC, d/b/a Joe's Fire Station, 900 East Broadway j. Monona Garden Family Restaurant, Inc., d/b/a Monona Garden Family Restaurant, 6501 Bridge Road k. Pizza Oven of Monona LLC, d/b/a The Pizza Oven, 5417 Monona Drive l. m. n. o. p. q. r. Red Robin International, Inc., d/b/a Red Robin America’s Gourmet Burgers, 6522 Monona Drive Valdimark, Inc., d/b/a Silver Eagle Bar & Grill, 5805 Monona Drive Snick’s Sportsman’s Bar LLC, d/b/a Snick’s Sportsman's Bar, 4605 Monona Drive Tasting Room of Monona, Inc., d/b/a The Tasting Room, 6000 Monona Drive, Suite 103 Wiltzius, LLC, d/b/a The Tower Inn, 1008 East Broadway Leske's, Inc., d/b/a Tully’s II Food & Spirits, 6401 Monona Drive Badger Bowl, Inc., d/b/a Village Lanes, 208 Owen Road 4. Approval of Renewal Application for 2013/2014 “Class A" Liquor License: a. Fraboni’s Italian Specialties, Inc., d/b/a Fraboni's, 108 Owen Road 5. Approval of Renewal Applications for 2013/2014 Class “B" Fermented Malt Beverage and “Class C” Wine Licenses: a. Huang & Lin China Star Owned by Ming Yi Huang, d/b/a China Star Restaurant, 111 River Place b. The Noodle Shop, CO. – Wisconsin, Inc., d/b/a Noodles & Company, 6520 Monona Drive c. Jiang & Chen Enterprise LLC, d/b/a World Buffet, 2451 West Broadway 6. Renewal Application for 2013/2014 Class “B" Fermented Malt Beverage License: a. Mitchell Marks, Monona Community Center, 1011 Nichols Road G. Council Action Items. 1. Unfinished Business (Approval Requested Unless Otherwise Noted). (None) a. Consideration of Resolution 13-05-1927 Approval of Proposed Reconstruction of the McDonald’s Restaurant and Site at 4905 Monona Drive, for Compliance with the Redevelopment Area #7 Project Plan (Plan Commission). 2. New Business. a. Consideration of the Renewal Application for 2013/2014 Class "A” Fermented Malt Beverage License for Speedway LLC Owned by MPC Investment LLC, d/b/a Speedway #4533, 2500 Royal Avenue. b. Consideration of Ordinance 6-13-646 Concerning Emergency Services Fees (Fire Chief). c. Consideration of Resolution 13-06-1929 Award of Contract for 2013 Pump Station Variable Frequency Drives (VFD) Installation Project (Public Works Committee). d. Consideration of Resolution 13-06-1930 2012 Compliance Maintenance Annual Report (CMAR) Review and Recommendations (Public Works Director). e. Consideration of Resolution 13-06-1931 Approval to Contract with CivicPlus for a New City Website (City Administrator). H. Miscellaneous Business. I. Reports of Committees, Commissions, Boards, Mayor, City Administrator, City Attorney, and Department Managers. 1. Agendas, Supporting Documents and Minutes are Available on the Monona Web Page – www.mymonona.com. J. Appointments. K. Adjournment. NOTE: Upon reasonable notice, the City of Monona will accommodate the needs of disabled individuals through auxiliary aids or services. For additional information or to request this service, contact Joan Andrusz at (608) 222-2525 (not a TDD telephone number), Fax: (608) 222-9225, or through the City Police Department TDD telephone number 441-0399. The public is notified that any final action taken at a previous meeting may be reconsidered pursuant to the City of Monona ordinances. A suspension of the rules may allow for final action to be taken on an item of New Business. It is possible that members of and a possible quorum of members of other governmental bodies of the municipality may be in attendance at the above stated meeting to gather information or speak about a subject, over which they have decisionmaking responsibility. Any governmental body at the above stated meeting will take no action other than the governmental body specifically referred to above in this notice. Lk/Agenda 05/29/13 MONONA CITY COUNCIL MINUTES May 20, 2013 The regular meeting of the Monona City Council was called to order by Mayor Miller at 7:31 p.m. Present: Mayor Robert Miller, Alderpersons Chad Speight, Mary O’Connor, Brian Holmquist, Kathy Thomas, and Doug Wood. Excused: Alderperson Jim Busse Also Present: City Administrator Patrick Marsh, Public Works Director Dan Stephany, Detective Sergeant Ryan Losby, and City Clerk Joan Andrusz ROLL CALL AND PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES A motion by Alder Thomas, seconded by Alder Holmquist to approve the Minutes from May 6, 2013, was carried. APPEARANCES Robert Benitez, 512 West Dean Avenue, appeared before the Council and spoke for informational purposes regarding his water bill. PUBLIC HEARING There was no Public Hearing. CONSENT AGENDA A motion by Alder Wood, seconded by Alder O’Connor to approve the 2013 Temporary Class “B” Fermented Malt Beverage and “Class B” Wine Retailer’s License Application for Monona Community Festival, Inc., President James M. Bisbee, 6304 Roselawn Avenue, Monona, Wisconsin 53716, for the Period of July 3–4, 2013, was carried. Mayor Miller requested members convene a special meeting this week in his absence to consider a request by the East Side Club to amend the hours of operation of their outdoor area. An event is planned for Memorial Day weekend. Approval was granted by the Plan Commission, but the License Review Committee was not consulted. Alder Wood reported a special License Review Committee meeting has been called to allow this to be on the June 3 Council agenda, but agrees to this effort. He reminds those present it is the applicant’s responsibility to know what to do regarding liquor licensing approvals. Members agree a quorum is available Thursday, May 23 at 6:30 p.m., location to be determined. UNFINISHED BUSINESS Public Works Director Stephany reported the recommendations from the last Council meeting have been included in the following final document and the approval date will be added once approved. A motion by Alder Thomas, seconded by Alder Speight to approve Resolution 13-05-1925 Approval of Policy Establishing City Liability for Damage to Mail Receptacles Placed in the Street Right-of-Way, was carried. MONONA CITY COUNCIL May 20, 2013 Page 2 Sergeant Losby reported changes were made to the following final document with current State statutes and the City Attorney’s recommendations, and penalties added as the Council requested. A motion by Alder Holmquist, seconded by Alder Thomas to approve Ordinance 5-13-645 Prohibiting Bullying and Harassment, was carried. NEW BUSINESS Mayor Miller passed the gavel to Council President Wood as he had to leave for personal business. City Administrator Marsh reported Resolution 13-05-1927 Approval of Proposed Reconstruction of the McDonald’s Restaurant and Site at 4905 Monona Drive, for Compliance with the Redevelopment Area #7 Project Plan is required because it is a redevelopment project within a redevelopment district. The Council, Plan Commission, and CDA have been aware of this proposed project since at least last year, and it is similar to other major redevelopment projects. The CDA will review the plans next week. A motion by Alder Thomas, seconded by Alder O’Connor to suspend the rules and take action on Resolution 13-05-1928 Amending the 2013 Capital Budget to Complete a Water System Evaluation and Eliminate Funding for Well No. 2 Reservoir Engineering, was carried. Public Works Director Stephany reported after review the Public Works Committee recommended amending the 2013 Capital Budget to put on hold Well #2 renovations, have Strand Associates perform a water system evaluation for $9,500, and reallocate the remaining $50,500 to reduce 2014 Capital borrowing. The 2006 study by Short, Elliott & Hendrickson, Inc. provided conflicting information compared to a 2000 study by Strand Associates. A new evaluation will confirm the Well #2 work isn’t needed and that capacity is adequate. Alder Wood was assured there was no change in facts, but there was a change in the system of evaluation. Alder Holmquist questioned whether the firm doing the study should be the one that confirms the results. Public Works Director Stephany reported upon careful review of both studies, Strand Associates’s was more realistic. For example, a crack in an air line was discovered that created inaccurate measurements at Well #1, so excavating won’t have to be as deep as anticipated. Re-evaluation should be done every 5 to 7 years. A motion by Alder Thomas, seconded by Alder Holmquist to approve Resolution 13-05-1928 Amending the 2013 Capital Budget to Complete a Water System Evaluation and Eliminate Funding for Well No. 2 Reservoir Engineering, was carried. Alder Wood reviewed the Silver Eagle Bar & Grill outdoor dining area design that has a 3’ fence and service from the bar. This doesn’t conform to the current beer garden Ordinance which requires a 6’ fence and an Operator within the area at all times. Current smoking areas don’t comply either. There should be Ordinance revisions to describe two to three different types of outdoor alcohol consumption areas. All outdoor areas should be compliant with the Ordinance and consistent in design. The gap from the establishment door to the fenced-in area should be addressed. The ease of passing alcohol over the fence and possible vehicle headlight issues in the parking lot were discussed. Alder Thomas reported the Plan Commission required video surveillance of some smoking areas, and expressed concern at the proximity to Monona Drive and the sidewalk. Alder Holmquist reported the Plan Commission wanted this plan to be attractive, have wait staff, and encourage Monona Drive patronage. This type of usage doesn’t compare to the Festival, where fencing is a necessary deterrent. Alder Speight stated outdoor use like Madison’s State Street may be desirable. City Administrator Marsh MONONA CITY COUNCIL May 20, 2013 Page 3 clarified that the current smoking areas were extensions of premise with access from the buildings only. They can be accessed illegally, but every effort was made to avoid that. This plan is very different from those. A motion by Alder Thomas, seconded by Alder Speight to refer back to the License Review Committee Consideration of the Beer Garden Permit at the Silver Eagle Bar & Grill, 5805 Monona Drive, was carried. MISCELLANEOUS BUSINESS There was no Miscellaneous Business. REPORTS Alder Speight expressed pride in his daughter’s first official act on her 18th birthday today: Registering to vote! Congratulations, Amelia! Alder O’Connor reported 5 tons of “e-waste” was collected, and the High School Golf Team raised $530, at the first annual E-cycle event. Alder Holmquist reported there is a town hall meeting in the Library Media Room on Wednesday from 5:00 p.m. to 7:00 p.m. to discuss reducing underage drinking. Alder Wood reported the License Review Committee’s annual renewal meeting generated a lot of discussion on a particular license which will be on the June 3rd City Council agenda. The Library Board discussed an MOU for the solar panel project. City Clerk Andrusz continues to work on updating license applications to match current Ordinances. City Administrator Marsh reported next Tuesday’s CDA meeting will review TIF benefits to residents. APPOINTMENTS A motion by Alder Thomas, seconded by Alder Holmquist to approve the following Appointments, was carried: 1. Paul Kachelmeier to the Committee on Family Attraction, Retention, and City Promotion (effective immediately–May 2016) 2. Paul Kachelmeier to the Distinguished Service Award Committee (May 2013–May 2016) 2. Todd Stebbins to the Library Board (July 2013–2016) 3. Val Edwards to the Library Board (July 2013–2016) 4. Matt Aro to the Mass Transit Commission (May 2013–May 2016) 5 Gary Runk to the Mass Transit Commission (May 2013–May 2016) ADJOURNMENT A motion by Alder O’Connor, seconded by Alder Speight to adjourn, was carried. (8:16 p.m.) Joan Andrusz City Clerk MONONA CITY COUNCIL MINUTES SPECIAL MEETING May 23, 2013 The special meeting of the Monona City Council was called to order by Council President Wood at 6:33 p.m. Present: Council President Doug Wood, Alderpersons Chad Speight, Mary O’Connor, Kathy Thomas, and Jim Busse Excused: Mayor Robert Miller, Alderperson Brian Holmquist, and City Administrator Patrick Marsh Also Present: East Side Club Board of Directors members Ann Badeau and John (“Jack”) Fadness, and City Clerk Joan Andrusz ROLL CALL APPEARANCES There were no Appearances. NEW BUSINESS City Clerk Andrusz thanked those present for their understanding regarding the change in location from the Library Media Room to the City Hall small conference room. The Library inadvertently remained locked. City Clerk Andrusz posted a sign directing any interested parties to the new meeting location. A mark-up copy along with a clean copy showing proposed amendments to the East Side Club’s license conditions was distributed. Council President Wood provided information on the License Review Committee’s action at its special meeting regarding the East Side Club last night. Previous noise issues have been addressed. After discussion: A motion by Alder Thomas, seconded by Alder Busse to approve the Amendment of Hours of Operation of the Outdoor Area of the East Side Club, Inc., d/b/a East Side Club, 3735 Monona Drive as recommended by the License Review Committee as follows, was carried: • • • • • • The second condition is amended to read as follows: “Hours of operation for the Tiki Bar will be 2:00 p.m. – 10:00 p.m. on Sunday through Thursday and 12:00 p.m. – 11:00 p.m. on Friday and Saturday.” A third condition was added as follows: “Hours of operation for the Tiki Bar will be 12:00 p.m. – 10:00 p.m. on Memorial Day, Independence Day, and Labor Day.” A fourth condition was added as follows: “If Independence Day falls on a Friday or Saturday, hours of operation for the Tiki Bar will be 12:00 p.m. – 11:00 p.m.” The now fifth condition is amended to end after the word “closing” and to remove the words “9:30 p.m. on weekdays and 10:30 p.m. on weekends and holidays.” The now sixth condition is amended to end after the word “functions” and to remove the words “on Saturday nights”. The now eighth condition is amended to end after the word “gate” and to remove the words “on a 1-year trial basis”. City Clerk Andrusz presented Ms. Badeau and Mr. Fadness with their updated license certificate. ADJOURNMENT A motion by Alder Busse, seconded by Alder Speight to adjourn, was carried. (6:38 p.m.) Joan Andrusz City Clerk Resolution No. 13-05-1927 Monona Common Council APPROVAL OF PROPOSED RECONSTRUCTION OF THE MCDONALD’S RESTAURANT AND SITE AT 4905 MONONA DRIVE, FOR COMPLIANCE WITH THE REDEVELOPMENT AREA #7 PROJECT PLAN WHEREAS, the property at 4905 Monona Drive, owned by McDonald’s USA LLC, is in the Redevelopment Area and Tax Increment District (TID) #7; and WHEREAS, the Redevelopment Area and TID #7 Project Plan was approved on July 9, 2012, and requires that substantial remodeling, enlargement, or major structural improvements on existing buildings be reviewed and authorized by the CDA and City Council; and WHEREAS, Landform Inc., has submitted plans for the demolition of the existing building, reconstruction of a new building with updated architectural designs, and changes to the existing site including a new dual drive-thru, site landscaping, and parking layout changes as shown on the attached plans, and described in the attached letter of application dated May 3, 2013; and WHEREAS, approval of the zoning permit, site plans, and building elevations by the Plan Commission is required, and a public hearing and prehearing conference were held at the Plan Commission meeting May 13, 2013 and consideration of action is tentatively scheduled for the Plan Commission meeting June 10, 2013; and WHEREAS, CDA review is scheduled for the May 28, 2013 CDA meeting. NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of Monona, Dane County, Wisconsin, that the plans proposed for the tear-down and reconstruction of the McDonald’s restaurant and site at 4905 Monona Drive are approved for compliance with the Redevelopment Area and TID #7 Project Plan, subject to approval of a zoning permit, site plans, and building elevations by the Plan Commission. Adopted this _______ day of ______________________, 2013. BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN Robert E Miller Mayor ATTEST: Joan Andrusz City Clerk Council Action: Date Introduced: 5-20-13 Date Approved: ______ Date Disapproved: ______ MEMO To: City Council From: Sonja Reichertz, City Planner & Assistant Economic Development Director Date: May 15, 2013 Re: Proposal for Tear-down and Reconstruction of McDonald’s Restaurant & Site Landform Inc., representing McDonald’s USA, LLC, has submitted plans for the tear-down and reconstruction of the McDonald’s restaurant at 4905 Monona Drive, including site layout and design changes. The property at 4905 Monona Drive is located in the Redevelopment Area and Tax Increment District (TID) #7, as shown on the attached Boundary Map from the Redevelopment Area and TID #7 Project Plan. The Redevelopment Area and TID #7 Project Plan was approved on July 9, 2012 and requires that substantial remodeling, enlargement, or major structural improvements on existing buildings be reviewed and authorized by the Community Development Authority (CDA) and the City Council. The plans were reviewed during a public hearing and first prehearing conference with the Plan Commission on May 13, 2013. The Plan Commission discussed the proposed site design and layout, screening of the property from surrounding residential properties, traffic circulation, signage, building materials, and landscaping. Neighboring residents spoke against the proposed exit-only driveway onto Gordon Avenue during the public hearing and the consensus of the Plan Commission was that this driveway would not be allowed. The Plan Commission also recommended additional landscaping along Gordon Avenue to screen the property and reduce impacts of noise, light, and trash on residences. The building elevations were also discussed, and consensus was that elevations will need to be revised to show higher quality materials in order to be consistent with the Monona Drive Urban Design Guidelines. City Council approval of compliance with the Redevelopment Area and TID #7 Project Plan is required, pending final approval of the zoning permit, site plans, and building elevations by the Plan Commission and review by the CDA. Plans are scheduled for review at the CDA meeting 5/28/13. The second Council reading could be scheduled as soon as June 17, 2013. The following information is attached: - Resolution; - Redevelopment Area #7 Boundary Map; - Letter of Application from Sean Murphy, Landform Inc., dated 5/3/13; - Proposed Site Plan; - Prototypical Elevations. ah Ro a E Winnequah Road d Bainbridge Street W in ne q u Rubin's Furniture lds pri ng Av en ue Ro W Monona Drive Co ad W Jerome Street Parkway Drive ld s pri E Coldsprin g Avenue n g A v e nu e ad W in ne qu ah Co Sh o re Ac re s Ro Monona Evangelical Lutheran Church t Lofty Avenue City of Monona Owned 3 4 5 6 7 Spring have n Avenue Lance Lane O ak Wallace Avenue Co ur 1 2 City of Monona Owned 8 9 12 11 M&I Bank rC irc l E Dean Avenue e Schofield Street T yle 10 13 W Dean Avenue 14 15 16 17 18 19 20 M&I Bank Starry Avenue 21 22 23 24 Lamb oley Avenue 25 26 27 28 29 30 31 McDonalds 32 33 34 35 37 Saint Teresa Terrace 38 Gordon Avenue D:\temp\Gary_B\Monona CDA Dev_012066031.00\arc\ArcMap-MXD\North Monona Dr Redev 36 39 UW Health Map 1: Boundary Tax Increment District #7 Redevelopment Area #7 City of Monona, WI 40 41 42 . Redevelopment Area #7 - Amendment TID #7 Boundary 43 44 0 45 # Parcel Identification Numbers Valorie Lane May 25, 2012 Redevelopment Area #7 - Original Data Source: Dane County Land Information Office 175 350 Feet 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 w w w . la n d f o r m . n e t May 3, 2013 City of Monona 5211 Schluter Road Monona, WI 53716 Re: Application for Planning Commission On behalf of McDonald’s USA LLC (“McDonald’s”), Landform is pleased to submit this application for approval to allow demolition and reconstruction of McDonald’s restaurant at 4905 Monona Drive. The current and proposed business is a McDonald’s restaurant. The proposed building is 4585 McDonald’s prototype which will be similar to the appearance of the McDonald’s at 2015 W. Broadway. The renderings attached are only prototypical and don’t represent the finishes for this exact project. The Monona Drive Urban Design Guidelines call for a higher standard of finishes on buildings and McDonald’s is open to suggestions to help meet those guidelines. The proposed site will decrease the parking stall count from 42 stalls to 36 stalls. The current parking does not meet the City of Monona parking standards and is a major reason causing the decrease in spaces. The proposed site layout has the majority of parking directly in front of the building or across the drive aisle, making access to the restaurant easier and more convenient for the patrons. Deliveries will be made to the site about two times per week and will be coordinated with McDonald’s staff to minimize the disturbance of site circulation and drive thru movements. Employees on staff varies from shift to shift and store to store. A reasonable estimate is 8-15 employees per shift. There are few modifications to the site even though this is a complete tear down and rebuild of the property. The building is similar in size to the current building on site and is in roughly the same position. The same circulation pattern is being utilized in the proposed design with an addition of a rear exit only curb cut on Gordon Avenue. The curb cut on Gordon Avenue is proposed as a safety precaution to McDonald’s patrons. The curb cut allows patrons to exit the site without crossing multiple lanes of traffic on Monona Drive and get to a controlled, lighted intersection. Another site modification is the addition of the Side-By-Side drive thru island. The addition of the island will improve the efficiency of the drive thru and reduce the chance of traffic stacking on to Monona Drive. We thank you for the opportunity to redevelop in your community and look forward to meeting with you! Sincerely, Sean Murphy, EIT Landform [email protected] 612.638.0244 Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. Typical Elevation Ordinance No. 6-13-646 Monona Common Council AN ORDINANCE CONCERNING EMERGENCY SERVICES FEES WHEREAS, fees for individuals receiving transportation and services from the Monona Emergency Services are currently established by the Common Council. Such fees are intended to approximate the cost the city incurs in providing such services. However, the cost for many of the goods, supplies and medications changes more frequently than it is practicable for the Common Council to modify the fees for them. WHEREAS, the Common Council determines it in the public interest that it retain the authority to establish and modify the base transport fee, but that all other fees and charge for goods and services provided by the Monona Emergency Services should be established by the Public Safety Commission. NOW, THEREFORE, the Common Council of the City of Monona, Dane County, Wisconsin, do ordain as follows: SECTION 1. Subsection 5-4-1(a) of the Code of Ordinances is hereby amended to read as follows: (a) Individuals receiving transportation or services from the Monona Emergency Services shall be charged fees as follows: (1) A base transport fee established from time to time by the Common Council; and (2) Charges for mileage, medications, supplies and all other consumable goods provided in an amount established from time to time by the Public Safety Commission. SECTION 2. Section 7-4-7 of the Code of Ordinances is hereby amended to add a subsection as follows: (6) The Commission shall establish and modify from time to time all fees and charges of the Emergency Services other than the base transport fee. Said fees shall approximate the cost incurred by the city to obtain, administer and provide such goods and services. SECTION 3. This ordinance shall take effect upon passage and publication as provided by law. Adopted this _____ day of ___________________, 2013. BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN Robert E. Miller Mayor ATTEST: Joan Andrusz City Clerk Requested By: Scott Sullivan, Fire Chief – 5/20/13 Drafted By: William S. Cole, City Attorney – 5/28/13 Approved As To Form By: William S. Cole, City Attorney – 5/28/13 REDLINE OF PROPOSED CHANGES Sec. 5-4-1 Fee for Ambulance Transportation. (a) (b) (c) Individuals receiving transportation or services from the Monona Emergency Services shall be charged fees as established from time to time by the Common Council follows:. (1) A base transport fee established from time to time by the Common Council; and (2) Charges for mileage, medications, supplies and all other consumable goods provided in an amount established from time to time by the Public Safety Commission. If the ambulance fee is not covered by insurance, or partially covered, and the person is of low or moderate income, he or she may request a waiver of the balance due. A Monona resident active member of the Monona Emergency Service or the Monona Volunteer Fire Department or the Monona active member's immediate family living in the same household, shall not be charged ambulance transportation fees if transported within the City limits, except for advance life support services. Sec. 2-4-7 Public Safety Commission. (a) Composition. The Commission shall consist of two (2) Council members, one of whom shall be Chair, six (6) citizens, and one (1) member of the Police and Fire Commission, all of whom may vote. The Mayor and City Administrator or their designees shall be ex-officio non-voting members of the Commission. The Commission shall hear appeals pursuant to the City's Fire Code. The Commission may adopt written notes outlining the procedure for processing such appeals. (b) Appointment; Term of Office. (1) Council Member. The Council members shall be appointed by the Mayor, subject to confirmation by the Council. The term of office on the Commission shall be for one (1) year beginning May 1. (2) Citizen Members. The six (6) citizen members shall be appointed by the Mayor, subject to confirmation by the Council. The terms of citizen members shall be three (3) years beginning May 1 and shall be staggered so that not more than two (2) such regular appointments are made annually. (3) Police and Fire Commission Member. A member of the Police and Fire Commission shall be selected for a term of one (1) year beginning May 1 by the Police and Fire Commission, subject to confirmation by the Council. (c) Functions and Powers. (1) The Commission shall be advisory to the Common Council. (2) The Commission shall review and recommend ordinances affecting public safety to the Common Council. (3) The Commission shall review and recommend ordinances and policies relating to the organization and operation of the Police and Fire Departments and the Emergency Medical Service units. (4) The Commission shall not possess the functions or the powers prescribed for a Police and Fire Commission in Secs. 62.13(3), (4)(a), (5) and (7), Wis. Stats., including but not limited to hiring, firing, disciplining, or promotion of personnel; nor shall the Commission conduct any hearing or other quasi-judicial proceeding. None of the functions and powers in this Subsection shall be construed to include the functions and powers of the Police and Fire Commission. (5) The Commission shall hear appeals pursuant to the City's Fire Code. The Commission may adopt written notes outlining the procedure for processing such appeals. (6) The Commission shall establish and modify from time to time all fees and charges of the Emergency Services other than the base transport fee. Said fees shall approximate the cost incurred by the city to obtain, administer and provide such goods and services. Formatted: Indent: Left: 0.5", Hanging: 0.31", Space After: 0 pt, Line spacing: single, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" + Indent at: 0.75", Tab stops: Not at 0.5" Resolution 13-06-1929 Monona Common Council 2013 PUMP STATION VARIABLE FREQUENCY DRIVES (VFD) INSTALLATION PROJECT WHEREAS, the 2013 Capital Budget includes funding for the VFD Installation Project for three (3) well pump motors and four (4) booster station motors in the water utility; and, WHEREAS, installing the variable frequency drives will reduce the demand for energy to operate the seven (7) motors and will reduce future operations and maintenance expense by completing the project; and, WHEREAS, installing the variable frequency drives will eliminate the need for motor soft starts and the OCV control valves that are currently in place; and WHEREAS, the Director of Public Works received bids on May 16, 2013 from one contractor to upgrade the water system well pump motors and booster pump motors with variable frequency drives and replace the four booster pump OCV check valves with swing check valves; and, WHEREAS, public works staff will prepare and submit a Focus On Energy grant application that may reimburse the utility for up to 30% of VFD-related project costs; and, WHEREAS, the Public Works Committee will review the bid tabulation at the June 5, 2013 meeting. NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of Monona, Dane County, Wisconsin, that the contract to install seven (7) variable frequency drives and associated equipment as described in the contract documents be awarded to LW Allen in the amount of $95,560, and the Director of Public Works is authorized to administer the execution of said contract. Adopted this ________day of _______________________, 2013. BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN Robert E. Miller Mayor ATTEST: Joan Andrusz City Clerk Approval Requested By: Public Works Director Dan Stephany Council Action: Date Introduced: Date Approved: Date Disapproved: 6-3-13 _____ _____ City of Monona POLICY AND FISCAL NOTE Original _______ Update Substitute No. _________ Resolution No. 13-06-1929 Ordinance Amendment No. ________ Title: Award of Bid for 2013 VFD Installation Project Policy Analysis Statement: Brief Description Of Proposal: Award of Bid for the 2013 Pumping Station VFD Project to LW Allen for the amount of $95,560. VFDs will be installed on all three well pumps and the four booster pumps. The project scope included eliminating motor soft starts and replacing them with VFDs. The project scope also includes eliminating the OCV control valves to eliminate system surging and replacing them with butterfly control valves. The VFD’s will also eliminate system surging. Current Policy Or Practice: The approved 2013 Capital Budget includes a total of $145,000 funding for this project. Impact Of Adopting Proposal: Future operation and maintenance expenses should be reduced with the approval of this project. Installing VFD’s on the pump motors will lead to lower energy consumption, as the motor can be controlled to match the power required rather than running at full speed. VFDs can also lead to reduced maintenance costs with associated operating equipment. The motor soft starts can be eliminated as the VFDs allow for the motors to be gradually ramped up and down, as well as programmed to operate at the required speed. Eliminating the OCV control valves will save the City money on maintenance costs and reduce the man hours allocated to maintenance requirements. Fiscal Estimate: Fiscal Effect (check/circle all that apply) No fiscal effect ___ Creates new expenditure account ___ Creates new revenue account Increases expenditures ___ Increases revenues ___ Increases/decreases fund balance _____________ Fund Budget Effect: Expenditure authorized in budget ___ No change to budget required ___ Expenditure not authorized in budget ___ Budget amendment required Vote Required: Majority ___Two-Thirds Narrative/assumptions About Long Range Fiscal Effect: Expenditure/Revenue Changes: Budget Amendment No. ________ Account Number Fund 400 CC 57 Account 57330 Object 959 No Budget Amendment Required ___X____ Budget Account Name Prior to Change Pump Station VFD Project $105,000 Prepared By: Department: Public Works Prepared By: Daniel Stephany, Dir Public Works Reviewed By: Marc Houtakker, Finance Director Date: May 28, 2013 Date: May 28, 2013 Debit Credit Amended Budget $105,000 Resolution No. 13-06-1930 Monona Common Council 2012 COMPLIANCE MAINTENANCE ANNUAL REPORT (CMAR) REVIEW AND RECOMMENDATIONS WHEREAS, it is the requirement under a Wisconsin Pollutant Discharge Elimination System (WPDES) permit issued by the Wisconsin Department of Natural Resources for the City of Monona to file a Compliance Maintenance Annual Report (CMAR) for its wastewater collection system under Wisconsin Administrative Code NR208; and, WHEREAS, said CMAR is an assessment of the City's sanitary sewer collection system both in its physical operation and maintenance capabilities and performance as well as its financial ability to adequately support necessary operation and maintenance activities to sufficiently provide reliable and satisfactory service; and, WHEREAS, it is necessary to acknowledge that the Common Council of the City of Monona has reviewed the CMAR for 2012; and, WHEREAS, it is necessary to provide recommendations or an action response plan for all individual CMAR section grades of "C" or less and/or an overall grade point average less than 3.0; and, WHEREAS, for 2012 the sanitary sewer collection system section was graded an "A" and the financial management section was graded an "A" resulting in an overall grade point average of 4.0. NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of Monona that no recommendations or actions are necessary to be taken to address or correct problems/deficiencies of the wastewater collection system as none were identified in the CMAR for 2012 and that the Director of Public Works is authorized to submit the CMAR for 2012 on behalf of the City of Monona. Adopted this ______ day of ____________________, 2013. BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN ________________________________________ Robert E. Miller Mayor ATTEST: ________________________________________ Joan Andrusz City Clerk Requested by: Daniel Stephany, Director of Public Works Council Action: Date Introduced: Date Approved: Date Disapproved: 6-3-13 _____ _____ COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: 5/29/2013 Reporting Year: 2012 Financial Management Questions 1. 2. Points Person Providing This Financial Information Name: Marc Houtakker Telephone: (608) 222-2525 E-Mail Address(optional): [email protected] Are User Charge or other Revenues sufficient to cover O&M Expenses for your wastewater treatment plant AND/OR collection system ? 0 Yes (0 points) No (40 points) If No, please explain: 3. When was the User Charge System or other revenue source(s) last reviewed and/or revised? Year: 2012 0 0-2 years ago (0 points) 3 or more years ago (20 points) Not Applicable (Private Facility) 4. Did you have a special account (e.g., CWFP required segregated Replacement Fund, etc.) or financial resources available for repairing or replacing equipment for your wastewater treatment plant and/or collection system? 0 Yes No (40 points) REPLACEMENT FUNDS(PUBLIC MUNICIPAL FACILITIES SHALL COMPLETE QUESTION 5) 5. Equipment Replacement Funds 0 5.1 When was the Equipment Replacement Fund last reviewed and/or revised? Year: 1-2 years ago (0 points) 3 or more years ago (20 points) Not Applicable Explain: The City does not currently have an equipment replacement fund in the Sewer Utility Budget. A new line item has been created in the 2014 Draft Budget with an initial amount of $25,000. 5.2 What amount is in your Replacement Fund? Equipment Replacement Fund Activity 5.2.1 Ending Balance Reported on Last Year's CMAR: Page 1 of 11 $0 COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: 5/29/2013 Reporting Year: 2012 Financial Management (Continued) 5.2.2 Adjustments if necessary (e.g., earned interest, audit correction, withdrawal of excess funds, increase making up previous shortfall, etc.) + 5.2.3 Adjusted January 1st Beginning Balance $0.00 $0.00 5.2.4 Additions to Fund (e.g., portion of User Fee, earned interest, etc.) + $0.00 5.2.5 Subtractions from Fund (e.g., equipment replacement, major repairs - use description box 5.2.5.1 below*.) - $0.00 5.2.6 Ending Balance as of December 31st for CMAR Reporting Year $0.00 (All Sources: This ending balance should include all Equipment Replacement Funds whether held in a bank account(s), certificate(s) of deposit, etc.) *5.2.5.1. Indicate adjustments, equipment purchases and/or major repairs from 5.2.5 above N/A 5.3 What amount should be in your replacement fund? $1.00 (If you had a CWFP loan, this amount was originally based on the Financial Assistance Agreement (FAA) and should be regularly updated as needed. Further calculation instructions and an example can be found by clicking the HELP option button.) 5.3.1 Is the Dec. 31 Ending Balance in your Replacement Fund above (#5.2.6) equal to or greater than the amount that should be in it(#5.3)? Yes No Explain: N/A 6. Future Planning 6.1 During the next ten years, will you be involved in formal planning for upgrading, rehabilitating or new construction of your treatment facility or collection system? Yes (If yes, please provide major project information, if not already listed below) No Project Description Estimated Cost Approximate Construction Year Main lining, manhole rehab, etc... Capital projects are currently under review and will be determined annually. 7. Financial Management General Comments: Page 2 of 11 $0.00 2014 COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: 5/29/2013 Reporting Year: 2012 Financial Management (Continued) Total Points Generated 0 Score (100 - Total Points Generated) 100 Section Grade A Page 3 of 11 COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: 5/29/2013 Reporting Year: 2012 Sanitary Sewer Collection Systems Questions 1. Do you have a Capacity, Management, Operation & Maintenance(CMOM) requirement in your WPDES permit? Yes No 2. Did you have a documented (written records/files, computer files, video tapes, etc.) sanitary sewer 0 collection system operation & maintenance or CMOM program last calendar year? Yes (go to question 3) No (30 points) (go to question 4) 3. Check the elements listed below that are included in your Operation and Maintenance (O&M) or CMOM program.: Goals: Describe the specific goals you have for your collection system: Provide for the collection and transport of sanitary effluent in a safe, dependable manner while minimizing blockage, surcharge, and infiltration. Organization: Do you have the following written organizational elements (check only those that you have): Ownership and governing body description Organizational chart Personnel and position descriptions Internal communication procedures Public information and education program Legal Authority: Do you have the legal authority for the following (check only those that apply): 11/01/2001 Sewer use ordinance Last Revised MM/DD/YYYY Pretreatment/Industrial control Programs Fat, Oil and Grease control Illicit discharges (commercial, industrial) Private property clear water (sump pumps, roof or foundation drains, etc) Private lateral inspections/repairs Service and management agreements Maintenance Activities: details in Question 4 Design and Performance Provisions: How do you ensure that your sewer system is designed and constructed properly? State plumbing code DNR NR 110 standards Local municipal code requirements Construction, inspection and testing Others: Page 4 of 11 Points COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: 5/29/2013 Reporting Year: 2012 Sanitary Sewer Collection Systems (Continued) Overflow Emergency Response Plan: Does your emergency response capability include (check only those that you have): Alarm system and routine testing Emergency equipment Emergency procedures Communications/Notifications (DNR, Internal, Public, Media etc) Capacity Assurance: How well do you know your sewer system? Do you have the following? Current and up-to-date sewer map Sewer system plans and specifications Manhole location map Lift station pump and wet well capacity information Lift station O&M manuals Within your sewer system have you identified the following? Areas with flat sewers Areas with surcharging Areas with bottlenecks or constrictions Areas with chronic basement backups or SSO's Areas with excess debris, solids or grease accumulation Areas with heavy root growth Areas with excessive infiltration/inflow (I/I) Sewers with severe defects that affect flow capacity Adequacy of capacity for new connections Lift station capacity and/or pumping problems Annual Self-Auditing of your O&M/CMOM Program to ensure above components are being implemented, evaluated, and re-prioritized as needed. Special Studies Last Year(check only if applicable): Infiltration/Inflow (I/I) Analysis Sewer System Evaluation Survey (SSES) Sewer Evaluation and Capacity Managment Plan (SECAP) Lift Station Evaluation Report Others: 4. Did your sanitary sewer collection system maintenance program include the following maintenance activities? Complete all that apply and indicate the amount maintained: Cleaning 35 % of system/year Root Removal 5 % of system/year Flow Monitoring 0 % of system/year Smoke Testing 0 % of system/year Sewer Line Televising 36 % of system/year Page 5 of 11 COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: 5/29/2013 Sanitary Sewer Collection Systems (Continued) Manhole Inspections 43 % of system/year Lift Station O&M 6 # per L.S/year Manhole Rehabilitation 5 % of manholes rehabed Mainline Rehabilitation 6 % of sewer lines rehabed Private Sewer Inspections 7 % of system/year Private Sewer l/l Removal .07 % of private services Please include additional comments about your sanitary sewer collection system below: 5. Provide the following collection system and flow information for the past year: 26.36 Total Actual Amount of Precipitation Last Year 34.42 Annual Average Precipitation (for your location) 37.9 Miles of Sanitary Sewer 7 Number of Lift Stations 0 Number of Lift Station Failure 0 Number of Sewer Pipe Failures 1 Number of Basement Backup Occurrences 9 Number of Complaints .822 Average Daily Flow in MGD Peak Monthly Flow in MGD(if available) Page 6 of 11 Reporting Year: 2012 COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: 5/29/2013 Sanitary Sewer Collection Systems (Continued) Peak Hourly Flow in MGD(if available) Page 7 of 11 Reporting Year: 2012 COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: 5/29/2013 Reporting Year: 2012 Sanitary Sewer Collection Systems (Continued) NUMBER OF SANITARY SEWER OVERFLOWS (SSO) REPORTED (10 POINTS PER OCCURRENCE) Date Location Cause 0 Estimated Volume (MG) NONE REPORTED Were there SSOs that occurred last year that are not listed above? Yes No If Yes, list the SSOs that occurred: PERFORMANCE INDICATORS 6. 0.00 Lift Station Failures(failures/ps/year) 0.00 Sewer Pipe Failures(pipe failures/sewer mile/yr) 0.00 Sanitary Sewer Overflows (number/sewer mile/yr) 0.03 Basement Backups(number/sewer mile) 0.24 Complaints (number/sewer mile) 0.0 Peaking Factor Ratio (Peak Monthly:Annual Daily Average) 0.0 Peaking Factor Ratio(Peak Hourly:Annual daily Average) Was infiltration/inflow(l/l) significant in your community last year? Yes No If Yes, please describe: 7. Has infiltration/inflow and resultant high flows affected performance or created problems in your collection system, lift stations, or treatment plant at any time in the past year? Yes No If Yes, please describe: 8. Explain any infiltration/inflow(l/l) changes this year from previous years? Page 8 of 11 COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: 5/29/2013 Reporting Year: 2012 Sanitary Sewer Collection Systems (Continued) None 9. What is being done to address infiltration/inflow in your collection system? 9,200 feet of sanitary main was lined in 2012. 1/3 of the system is cleaned and televised each year. Total Points Generated 0 Score (100 - Total Points Generated) 100 Section Grade A Page 9 of 11 COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: Reporting Year: 2012 WPDES No.0047341 GRADING SUMMARY SECTION LETTER GRADE GRADE POINTS WEIGHTING FACTORS SECTION POINTS Financial Management A 4.0 1 4 Collection Systems A 4.0 3 12 4 16 TOTALS GRADE POINT AVERAGE(GPA)=4.00 4.00 Notes: A = Voluntary Range B = Voluntary Range C = Recommendation Range (Response Required) D = Action Range (Response Required) F = Action Range (Response Required) Page 10 of 11 COMPLIANCE MAINTENANCE ANNUAL REPORT Facility Name: Monona City Last Updated: Reporting Year: 2012 Resolution or Owner's Statement NAME OF GOVERNING BODY OR OWNER DATE OF RESOLUTION OR ACTION TAKEN RESOLUTION NUMBER ACTIONS SET FORTH BY THE GOVERNING BODY OR OWNER RELATING TO SPECIFIC CMAR SECTIONS (Optional for grade A or B, required for grade C, D, or F): Financial Management: Grade=A Collection Systems: Grade=A ACTIONS SET FORTH BY THE GOVERNING BODY OR OWNER RELATING TO THE OVERALL GRADE POINT AVERAGE AND ANY GENERAL COMMENTS (Optional for G.P.A. greater than or equal to 3.00, required for G.P.A. less than 3.00) G.P.A. = 4.00 Page 11 of 11 Resolution No. 13-06-1931 Monona Common Council APPROVAL TO CONTRACT WITH CIVICPLUS FOR A NEW CITY WEBSITE WHEREAS, the City’s current website was launched in 2008; and, WHEREAS, a team of City staff has researched options for replacing the City’s current website, which is now looking outdated and beginning to experience technical problems; and, WHEREAS, City staff has received proposals from three vendors: CivicPlus, Vision Internet, and GovOffice; and, WHEREAS, after reviewing all three proposals, staff recommends contracting with CivicPlus to develop, launch, host, and maintain a new City website; and, WHEREAS, CivicPlus offers a payment option which allows the initial development to be paid over the term of a three-year contract; and, WHEREAS, enough funds have been allocated in the 2013 Information Technology Budget to cover the cost of the first year of the contract, and funds can be budgeted accordingly for years two and three and for maintenance beyond year three. NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of Monona, Dane County, Wisconsin, that City staff is authorized to proceed to contract with CivicPlus to develop and maintain a new City website. Adopted this _______ day of ____________________________, 2013. BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN Robert E. Miller Mayor ATTEST: Joan Andrusz City Clerk Council Action: Date Introduced: Date Approved: Date Disapproved: 6-3-13 _____ _____ QB\19669272.1 City of Monona POLICY AND FISCAL NOTE Original _______ Update Substitute No. _________ Resolution No. 13-06-1931 Ordinance Amendment No. ________ Title: Approval to Contract with CivicPlus for New City Website Policy Analysis Statement: Brief Description Of Proposal: Staff recommends contracting with CivicPlus for development, launch, hosting, and maintenance of a new City website. Total cost of development, hosting, and maintenance over 3 years is $32, 601 or $10,867 per year. Current Policy Or Practice: The approved 2013 Operating Budget includes funding in the amount of $8,000 for website maintenance. The additional $2,876 for year 1 can be allocated from the IT Equipment Maintenance and Repair budget, which is expected to be under budget in 2013. Money which was allocated in 2011 ($8,000) and 2012 ($8,000) for website maintenance was not spent. FYI, the unspent funds from 2011 and 2012 are part of the current fund balance. Impact Of Adopting Proposal: Funds will need to be budgeted in 2014 ($10,867) and 2015 ($10,867) to complete payment of the contract. Beyond 2015, annual hosting, support, and maintenance funds will need to be budgeted. Hosting, support and maintenance in 2016 has been quoted at $4,428 and is subject to a 5% annual increase after 2016. Fiscal Estimate: Fiscal Effect (check/circle all that apply) ___ No fiscal effect ___ Creates new expenditure account ___ Creates new revenue account Increases expenditures ___ Increases revenues ___ Increases/decreases fund balance _____________ Fund Budget Effect: ___ Expenditure authorized in budget No change to budget required ___ Expenditure not authorized in budget ___ Budget amendment required Vote Required: ___ Majority Two-Thirds Narrative/assumptions About Long Range Fiscal Effect: Expenditure/Revenue Changes: Budget Amendment No. ________ Account Number Fund 100 100 CC 51 51 Account 51450 51450 Object 311 350 No Budget Amendment Required ___X____ Budget Account Name Prior to Change Web Maintenance Equipment Maintenance and Repair $ 8,000 $ 18,000 Prepared By: Department: Public Works Prepared By: Leah Kimmell Reviewed By: Marc Houtakker, Finance Director Date: May 30, 2013 Date: May 30, 2013 Debit Credit Amended Budget $8,000 $18,000 Staff Considerations for Website Upgrade • Staff team included Janine Glaeser, Jake Anderson, Diane Mikelbank, and Leah Kimmell. • January–May, 2013: staff team completed webinar presentations with CivicPlus and Vision Internet, reviewed websites designed by each vendor, and compared proposals. • New site must be user-friendly and organized by what makes sense for the end-user. o “How Do I…?” feature (“How Do I Apply for a Building Permit,” “How Do I Pay my Water Bill Online,” etc.) is especially appealing and user-friendly. • Must include an “Alert” feature so that users can receive information directly from the City regarding those topics they choose. For instance: meeting agendas, recreation or senior programs, snow emergencies, etc. Alert feature can include email and text message options and be used for emergency communications as well. • Must include a support and maintenance component. Our current site includes no support or maintenance; when we have technical issues, there is no way to fix them, and staff must find ways to work around existing problems and issues. • Ability to post items on the website which will also automatically post to Facebook and Twitter pages. Most City departments have and use Facebook and Twitter sites to communicate upcoming programs, weather alerts, etc. Integration of these will save staff time and reach more users. • Ability for residents to report a complaint or problem online. • Events calendars customizable to individual departments: senior center programs, recreation programs, city meetings, etc. • Ability for short URLs, addresses that make it easy for a user to go directly to a specific page within the site. For example, mymonona.com/seniorcenter • Updated look and feel. Company CivicPlus *Staff recommendation Staff Input Staff agreed that CivicPlus sites are the most user-friendly; information is easy to find; home pages are uncluttered and menus do not offer an overwhelming number of categories from which users must choose. CivicPlus seems to have done a lot of research on how information for municipal clients is best organized for the end-user. Includes all “wish list” modules: agenda center, e-mail alert notifications, bid/RFP center, calendars, archive center, real estate locator, quick links, opinion polling, permits and licensing. Administrative side (process for staff to post information) seemed intuitive and userfriendly. Price Summary Project development + year 1 maintenance, hosting, and support: Year 2 and beyond annual maintenance, hosting, and support: $ 24,569 $ 4,016 Option for a 3-year contract which spreads development and maintenance, hosting and support costs equally over 3 years ($10,867/year.) Year 1 Cost: Year 2 Cost: Year 3 Cost: Year 4 Cost: 10,867 10,867 10,867 4,428 4-year total cost: $ 37,029 (free design upgrade after year 4) On-site training is included for city staff. Vision Internet Includes a strategic planning approach to organize information for your organization’s goals. They sell a “non-cookie-cutter” approach. Includes all “wish list” modules plus a list of other modules and options which is directly comparable to CivicPlus. Staff agreed that Vision Internet sites seemed a bit more cluttered and not as userfriendly/intuitive as CivicPlus sites Project consulting, design, and development: Annual hosting, maintenance, and support $ 19,975 $ 6,000 Year 1 Cost: Year 2 Cost: Year 3 Cost: Year 4 Cost: 25,975 6,000 6,000 6,000 4-year total cost: $ 43,975 (free design upgrade after year 4) Administrative side (process for staff to post information) seemed similar to our current site and not as user-friendly as CivicPlus. On-site training is not included in the project fee. Annual maintenance, hosting, and support is more expensive, making this option more costly in the future. GovOffice Not recommended by staff GovOffice sells a template only. Clients must enter all information into the site themselves. Clients must choose from 48 stock templates Customized design is $1,200-$4,200 extra. Stock templates seem outdated and not user-friendly. (They are structured much like our old website.) Most “wish list” items not available with this option. Start-Up Package: Annual hosting, maintenance, and support: $ 4,475 $ 700 Website Re-design and Implementation Of a Web Content Management System Prepared Exclusively for: Monona, WI Friday, February 1, 2013 DEVELOPED BY Chesna Koepplin Regional Sales Manager 317 Houston Street, Suite E, Manhattan, KS 66502 DIRECT 785.323.4791 FAX 785.587.8951 [email protected] Serving more than 1,300 clients in 48 states, Canada and Australia, we partner with governments to create awardwinning websites. 317 Houston Street, Manhattan KS 66502 • 785-323-4791 • [email protected] • www.CivicPlus.com What Is Community Engagement? At its core, Community Engagement is expectation. More than 75 percent of U.S. residents are connected online. They bank online. They pay bills online. They chat, they find love … all via the Internet. The web has become the first resource for the vast majority of people when they need to find an answer to a question, locate a service, file a complaint, or conduct business. The expectation is that local government should be conducting business online as well. Community Engagement is going beyond the basics of the web. Community Engagement is: • Transparency - Removing the veil from local government by providing citizens with open access to government through citizen-centric technologies and information structures. • Citizen Sourcing - Encouraging citizens to get active, get involved and take ownership of local issues, all through an easily available communication method that they’re likely to use. • MicroVoting – Allowing citizens’ voices to be heard, and making that voice resonate with government leaders in ways that allow for a finger to be placed on the pulse of the citizen’s wants and needs. Local governments provide so much service, infrastructure and support to our communities, but too often, those efforts go unnoticed and unappreciated. Community Engagement is a two-way street – it’s letting your citizens have a voice, and it’s letting them know why government matters. Where You Rank on the Community Engagement Scale™ Governments across the nation find themselves in various stages on the Community Engagement Scale™. Some may inhabit multiple stages, and others may be reluctant to engage more deeply due to concerns of openness and the criticism that may accompany it. Where do you fit on the Community Engagement scale? What does each stage look like? What will it take to reach the top? Only CivicPlus can provide these answers, because CivicPlus is the only government website provider focused on equipping communities to better engage and interact with their citizens through digital means. How Can CivicPlus Take You Higher? All of our modules and features are designed to help improve interaction with citizens and users on your website, but here are a few that help take community engagement to the next level: • Citizen Request Tracker™ • Community Voice™ • Alert Center • Calendar • Facilities & Reservations • Form Center • Media Center • News Flash • ePayment 317 Houston Street, Manhattan KS 66502 • 785-323-4791 • [email protected] • www.CivicPlus.com Let Our Experts Be Your Trusted Advisors It’s simple: We know municipal government. No one can match our interactive suite of tools that allow governments to better engage and communicate with their citizens and communities. No one can match our customized development process and the depth of our implementations, as put together by experts who know local government – its people and its processes. And no one can match our track record – period. Any way you slice it, CivicPlus is the premier source for local government communication expertise and cutting-edge online citizen engagement tools. CivicPlus Client Map A Proven Development Approach CivicPlus provides our eGovernment communication solution to more than 900 municipalities – cities and counties of every size from coast to coast – serving more than 29 million citizens. For more than a decade, CivicPlus has focused on government clients, giving our customers access to the latest in next-generation applications that meet and exceed their needs. Those needs include: • A completely unique and customized website design • Intuitive navigation and page layout with unlimited submenus and subpages • Interactive functionality through our Government Content Management System (GCMS) • Always-updating and cutting-edge solutions designed by governments, for governments • Comprehensive training and unlimited support. 317 Houston Street, Manhattan KS 66502 • 785-323-4791 • [email protected] • www.CivicPlus.com Our Project Development Approach Consulting, design, usability guidance, expert programming, secure hosting and dedicated training: CivicPlus delivers all of this expertise and more during the development of your new website. Our proven development approach and team of specialists will ensure a project that yields the most value for your dollar. Our project-development approach focuses on collaboration. Each step in the process is consultative, with our staff working in partnership with you. Our efficient and thorough project timelines transform your website goals into reality, resulting in a valuable, next-generation communication resource for your residents, business and staff. 317 Houston Street, Manhattan KS 66502 • 785-323-4791 • [email protected] • www.CivicPlus.com CivicPlus Product Roadmap Internet trends and technology change at a rapid pace. At CivicPlus, we're committed to helping our customers keep up-to-date with the latest and greatest in online tools for governments. That’s why, as a Software as a Service (SaaS) provider, we offer our clients nearly half-a-million dollars worth of software upgrades and maintenance each year...just for being part of the CivicPlus Community. Here’s a look at where we’re headed… 317 Houston Street, Manhattan KS 66502 • 785-323-4791 • [email protected] • www.CivicPlus.com “CivicPlus has a background in working with governments big and small. This makes all the difference in how they work with clients. Instead of waiting for us to say, ‘I need this,’ they bring us ideas about new ways to serve the public.” -Ross Izumigawa, Maui County, Hawaii The CivicPlus Effect – Award-Winning Websites and Exceptional Results Since 2006, CivicPlus clients have won an amazing 247 awards for their websites, and recently, the Center for Digital Government awarded CivicPlus their “Best Fit Integrator” award for being among the best private sector information technology integrators for delivering extraordinary digital solutions to public IT projects. This distinction puts CivicPlus alongside Accenture, IBM, Motorola and Northrup Grumman as the true leaders in municipal government technology. Our customers are proof that by partnering with CivicPlus, your new website will be amazing. Below is just a sampling of some of the most prestigious awards in the industry earned by CivicPlus customers. Castle Rock, CO crgov.com Park County, CO parkco.us Watertown, MA ci.watertown.ma.us Fremont, CA fremont.gov Nassau County, FL nassaucountyfl.com Madison County, TN co.madison.tn.us Hutto, TX huttotx.gov Maui County, HI co.maui.hi.us Wheat Ridge, CO ci.wheatridge.co.us Rowlett, TX rowlett.com League City, TX leaguecity.com Guthrie, OK cityofguthrie.com Richmond, CA ci.richmond.ca.us Montrose, CO cityofmontrose.org Surprise, AZ surpriseaz.gov Missoula, MT ci.missoula.mt.us Cumberland County, PA ccpa.net Green River, WY cityofgreenriver.org Raymore, MO raymore.com Onslow Water & Sewer Authority, NC Carlsbad Dept. of Development, NM Webster, TX 8 onwasa.com developcarlsbad.org cityofwebster.com CivicPlus Features & Functionality Developed for organizations that have a need to update their site frequently, CivicPlus provides a powerful content management structure and website menu management system. The system allows non-technical employees the ability to easily update any portion of your website instantaneously. The CivicPlus Government Content Management System utilizes Microsoft SQL Server, ASP, JavaScript, and HTML for web development. No HTML knowledge is needed to update your website. If desired, HTML code can be used throughout the website for advanced users. With extensive web applications in place, continual enhancement and an easy-to-use interface, our clients are the proud owners of their websites and are excited to be part of the CivicPlus community. Additional benefits of the CivicPlus GCMS include: webpage version controls, customizable levels of user-rights, searchable data, accessible customer support services, instantaneous functionality updates, comprehensive security, and much more. Each website begins with a unique design developed to meet your specific communication and marketing goals, while showcasing the individuality of your community. Features and capabilities are added and customized as necessary and all content is organized in accordance with web usability standards CivicPlus Modules and Features Modules are constantly being developed that meet the needs of our clients. Modules are displayed according to the client’s specifications. A list of our modules follows: Agenda Center The CivicPlus Agenda Center is an all-inclusive agenda creation module. No longer will you have to build your agendas in a word-processing program, print it out and pass it around the office for approval, export the final version to a PDF and then upload it to the website. Agenda Center allows for the creation and management of the entire agenda process, from submitting preliminary items at the departmental level, to a robust and easy-to-use workflow, to the publishing of the agenda live to the public – one smooth and seamless process. Agenda Center not only offers a one-stop-shop for agenda creation, but upon publish of the approved agenda, a template for the minutes of that meeting can be generated as well. Agenda Center ties in with the Archive Center, so published agendas and minutes can be placed in an Archive Center category for immediate storage and easy search-ability. Update your residents in a fast and timely manner as well, as published agendas and minutes can also be sent out through the Notify Me module as email and text message updates. Alerts Center The Alerts Center provides an efficient and noticeable way to get important news out to your community, whether it be local inconveniences like street closures and road conditions, or critical, up-to-the-minute emergencies like flood warnings and Amber Alerts. With one click, graphics and information can be activated on your website from a variety of layouts that best fit the alert’s importance, with public notifications sent out through emails, text messages, and social media. When a user clicks on an alert that is displayed on the site, they will be taken to the module information that details the alert, as well as provides photos, links to other resources, and a history of updates. 9 Archive Center The Archive Center has been developed specifically for the storage and retrieval of agendas, minutes, newsletters, and other date-driven documents. The Archive Center allows you to categorize and store documents in date order, allowing users to find time sensitive documents easily and efficiently. Archives can be searched by date, category, or keyword, and the unique “View Most Recent” link functionality on your website pages automatically updates to the most recent uploaded item every time you load a new document. Bid Postings Bid Postings provides a simple and easy-to-use method of posting and organizing bids, RFPs, and RFQs online for vendors or local contractors that are interested in providing products and services to your community. Provide links to upload the full RFP package, links to related web pages, or post other bid details like the scope of work. Bids can be searched by category, title, or closing date and by open, closed, cancelled, or awarded. This module is integrated with the Notify Me module, allowing site-visitors to sign up to be notified when new bids are available, and bids can be updated throughout the process to let interested parties know of amendments, cancellations, and to whom the bid was awarded. Bids can also be set to automatically expire off the site. Blog The Blog module helps to open up the lines of communications between administrators and citizens, increasing government transparency and citizen interaction. The Blog features the option to allow citizen comments for feedback, and comments can be moderated before publishing live to the website. Business/Resource Directory Think of the Business/Resource Directory as the yellow pages of your website, as it provides site visitors with information about and links to organizations and services within your community. Site visitors can search by business or organization name or category, and entries can be organized by business (yellow pages style) or by category (topical directory style). Display useful information like a description, a link to a map, address, phone, email and a link to the business’ website. Citizens can also download the included iPhone App at no cost, allowing them to search for businesses or services on the go. Calendar The Calendar allows administrators to set up calendar items to help keep the public informed about goings-on in your community. Events can be set on a one-time basis or as recurring events for multiple months in advance, with short descriptions and hyperlinks to display the event details. The calendar recognizes the current date as the starting date for the display of events and also provides for easy navigation to future events. Multiple calendars are available. Department Calendar: Any page on your site can display the most current calendar items in a special content area, great for departments or sections of the website that wish to have their calendar events appear on their page(s). Featured Events: The Featured Events functionality within the Calendar Module allows you to highlight special upcoming events to draw attention to an event in advance. The Calendar supports multiple views, including a monthly view that displays all the events in a month. This module also has iCal links for users to add events to desktop calendar programs such as Outlook. 10 Carbon Calculator Help your website keep up with green initiatives by allowing your citizens to track their carbon footprint. Community Voice™ Community Voice™ is an interactive module that uses citizen sourcing to create dialog on your site while allowing you to showcase things you are implementing in your community. The module encourages citizen idea submission, engaging discussions, voting, user recognition and more. Your site administrator creates general topics that citizens can provide input on. Citizens can create a user account through My Dashboard to submit their ideas, leave comments and vote other ideas up or down within each topic. Showcasing Community Voice on your website increases communication and citizen satisfaction within your community, showcases projects and initiatives within your community, and helps consistently drive traffic to your site. Document Center The Document Center is a document storage center that allows for a variety of file types (e.g., PDF, spreadsheets, pictures, video files, sound clips, and more) to be downloaded or viewed by the end user, allowing for easy access for your site visitors. Instead of bogging down your employees with requests for documentation, site visitors can locate the forms and documents they need. Your employees can easily add new documents and direct residents to the information they requested online, without sending out extra paperwork. Moreover, all files are organized by our structured filing system of folders and subfolders, keeping all of your information easily obtainable by your citizenry 24/7. ePayment Center Integrate eCommerce on your website with no third-party store to setup, and save your citizens time and effort by affording them the opportunity to pay for services right through your website. You have the ability to customize or make changes to any form that you create to take in online payments like permit fees, registration fees, pool passes, etc., and email notifications are sent out to both customer and client when a transaction is made. Financial reporting through our trusted PCI-compliant partner is also available with the click of a button. Facilities & Reservations The Facilities module allows the site administrator to display local facilities and their amenities, and to manage their availability to the public. A site visitor can search for facilities by type or amenities available, review the amenities for each facility, retrieve location information and reserve the facility. Search results will offer additional options such as admission requirements, handicap accessibility, and how to reserve or make payments. Descriptions with details of the facility (location, contact info, photographs, video, map, handicap accessibility, rental availability, etc.) display within each facility’s listing, with your staff able to allow for online reservation requests and to create calendars specific to a facility in order to display approved reservations. Search Screen Facilities Listing Facility Description 11 Frequently Asked Questions Help your citizens reduce time-consuming phone calls or trips to government offices by answering commonly asked questions through your website. FAQs – which can be organized by departments and/or category – may be added to any page and can be set up to link to additional information or documentation for easy reference. FAQs also have their own search feature, so your site visitors can easily find answers to the questions they ask the most. Forms Development Tool Having online forms makes it easy for you to receive useful information from your community and for your community to complete tasks online. These completely customizable forms can be used as a means for citizens to contact you with questions, requests and feedback, or to sign-up for various events and activities. You can create as many online forms as you need with this module, with forms easily built from scratch or from our library of sample online forms. Various field options include long answer, radio button, drop-down lists and multiple choice (among others), with formatting options that include font colors, background colors, text alignment, and more. You can preview forms as you create and edit them instead of sending it to someone else for changes. The Forms Development Tool lets you develop every aspect of your online form with no programming knowledge necessary. In addition to being able to create your own form, you can track your forms through your website! No more lost emails and sorting for statistical data through multiple emails. Any form submitted on your website can be received via email to as many people as you wish, and/or be kept in a backend database. This data can then be exported to Microsoft Access, Excel, or other database software. Healthy City Help keep your citizens more health-conscious by giving them a way to track their daily and weekly exercise routine. Job Postings Display available jobs within your organization on your website in an easy-to-search-and-retrieve format for your site visitors. The Jobs module allows you to provide as many details as you like and link to a number of files supporting the available position(s), with the ability to allow the site-visitor to download a job application and email their resume to the person/department of your choice. Website visitors can sort jobs by date or job type, and can sign up to be notified of new jobs through the Notify Me module. You can also choose to allow for online applications using the Online Job Application system (another module featured later). The Jobs module also can be set up to allow employers within your community to be able to post their own available job openings in a controlled environment on your website, helping to boost your community’s economic standing and further make your website the hub of information within your community. Licenses and Permits This online service gives you the ability to let residents submit request for and payment for simple permits online. Once a resident fills out the required fields on their license or permit submission form, they are issued the printable version of their license/permit immediately, and you can set these requests to utilize CivicPlus ePayment module or to be cost-free. Creating a new license or permit request form is done through the Forms Development Tool, and you can utilize one of our 10 default forms or create your own customized form. You can also add number and letter formatting as a way of tracking permits (ex: 01234-Kansas). 12 Media Center with Live Streaming Video The Media Center module provides an affordable way to upload video files and stream live video right through your website, without the need to purchase costly third-party solutions. Media Center is optimized for the storage of video files, but it takes you a step further by providing an avenue to stream meetings, demonstrations, and events right through your website and all you need to get started is a camera connected to a computer with Internet access. This unparalleled offering from CivicPlus comes standard with our product with 10 GB of storage (roughly 40 hours), something our competitors simply cannot match. My Dashboard With My Dashboard, residents and users can set up a profile on your website that allows them to pick and choose the information that gets automatically fed to their dashboard upon site login. In one simple and streamlined view, your users can immediately see important news, available job openings, keyword searches, favorite pages, calendar feeds, and much more. Your users will be able to login to My Dashboard using the Facebook Connect feature, negating the need for multiple usernames and passwords. News Flash News Flash provides your website with an area where important and timely news and announcements are posted. Any department may utilize News Flash for posting information that is specific to their department like a change in meeting location, results from an election, rainout announcements for sports fields, and more. News Flash is a dynamic page element that may be placed on any page, and each News Flash item has its own start and expiration date. Notify Me® With Notify Me®, visitors can sign up to be notified via email and/or SMS text message about community activities, meetings, and other updates to your website. Users can self-manage multiple subscriptions at once, and unsubscribing is easy. You can send out unlimited emails, and the first 500 text message subscribers are free, with the option to add more for additional fees. Administrators can create as many Notify Me® lists as they want, and the module also automatically integrates with our Alerts Center, News Flash, Calendar, Job Postings, Bid Postings, and Blog modules. Notify Me® supports HTML and plain text versions of email messages, and newsletter templates can be created for added presentation quality. You can set up notifications as drafts and set them to send to subscribers at a specified date and time, and most current subscriber notification lists can be imported to our system, while the email lists created by your CivicPlus system can be exported for other files and/or purposes. All of these features make Notify Me® an excellent and valuable communication tool for your website, allowing you to continuously stay in contact with your residents by sending them important information updates that they are interested in receiving. 13 Online Job Application Save yourself and your residents’ time, save paper, and give your website users instant access to apply for available positions with CivicPlus Online Job Application system. Allow applicants to apply completely online by filling in the application, attaching supplemental paperwork, and submitting to your HR department, with applications time and date stamped. Applicants can also create an online profile, which allows them to update their application and apply for other jobs without filling out multiple applications. Your staff can be notified by email when a new application has been received, which then allows you to view, sort and download submitted applications. And fear not about lost applications – they’re databased on the website for easy retrieval. Opinion Poll This module allows you to interact with your site visitors. Once a user submits their vote, the poll results are displayed. This is a popular module and is an easy way to keep people coming back to see what’s new on your site. We recommend that the poll questions be non-controversial items, as results are not scientific. The results may be used to provide website decision-makers with valuable information in order to make informed decisions. Also, having the Opinion Poll module demonstrates even further the true interest your community has in residents and stakeholders. Photo Gallery The Photo Gallery module is designed to allow you to store and display photographs in a central location to showcase to your citizens and the world the best that your community has to offer. Photo Gallery helps your website become the place to put your community’s best face out there and to attract new citizens to your area. Users will be able to: • Explore your county through albums and favorites • Browse your featured photos and events • Share with friends or send as postcard • Submit images • View images as thumbnails or full-size • Write descriptions with each photo • Search the Photo Gallery • View a slideshow of photos • Give photo credits • Give images “thumbs up” You can use the Photo Gallery to store and organize photo files by department, division, and/or event. Like the Document Center, you can store as many pictures in as many albums as you like. Postcard Highlight your community by giving visitors the opportunity to email virtual picture postcards with personalized messages. Quick Links The Quick Links module allows you to place links to related and often-requested information directly on the page of your choice. The entire collection of these links is contained within the actual module, and is unlimited in the amount of categories and links that you can provide to your users. The links can be to interior pages of your website, to documents and forms, or to outside websites. You can organize the links by category or item and can set them up to auto-publish and unpublish. 14 Real Estate Locator Another way to make your website the hub of information for your community, the Real Estate Locator helps attract incoming businesses and residents by providing a one-stop shop for available real estate listings in your community. Properties – commercial or residential – can be organized by and searched for by neighborhood, street or zone, and price range. The Real Estate Locator can be set up to allow realtors and brokers the ability to post their own available properties in a controlled environment on your website, further helping to boost economic development. Citizen Request Tracker™ The Citizen Request Tracker™ (CRT) is a powerful tool that facilitates interoffice and government-to-citizen communication and workflow concerning requests reported by residents. Users create a profile and submit requests or complaints, view pending issues, reopen closed issues, request additional information, and more. Once a profile is set up, contact information is automatically filled in when a user submits a new request. Furthermore, problems reported over the phone can be manually entered into the system for increased efficiency. Marketing the CRT™ system as the primary tool for communication on problems and requests in your area will allow you to reduce staff time spent on addressing issues by hand, and it will allow your constituents to interact with your staff any time of the day. The CRT™ system makes it easy to: • • • • • • • • • Add comments and action items Assign the request to a staff member Review the history of the issue Send messages to the constituent Close the request Print and/or export statistics and reports Print work orders Generates efficiency statistics and reports Export data in CSV or tab-limited format Citizen Request Tracker Facebook App When you add the Citizen Request Tracker App to your Facebook page, you can report a city or county issue from anywhere you have internet access and a computer. The CRT App allows active Facebook members to report issues - potholes, graffiti, down street lights, etc. - to their local government. Once the issue is submitted to their local government, the citizen can track requests and comments from the city or county right from Facebook. Spotlight Spotlight creates an additional space on a webpage that allows you to highlight important text or widgets in a compact, easy-to-update module. The information posted with this module can relate to one or more pages. Staff Directory If the Business/Resource Directory is your website’s yellow pages, then the Staff Directory module is the white pages. A time-saving resource for your residents, Staff Directory provides detailed contact information for your staff and various offices all in one place, decreasing the number of calls requesting contact information. You can include as much or as little employee and department information as you deem necessary; plus, Staff Directory entries can be linked to pages throughout your site, providing quick access to a specific department or employee’s information. Employee information can include title, bio, photo, and contact links via email or form submittal (email addresses are blocked from e-mail harvesting programs). Website users can search the directory for a specific employee by last name, first name, and by department. 15 Administrative Features and Services Feature Description Benefit Unlimited Levels of Depth The CivicPlus GCMS makes it easy to upload new content and keep a consistent page layout through use of either: Page Wizard, Online Editor which includes a WYSIWYG interface for editing content, HTML upload, Live Edit. With a properly designed website, you may easily add as many levels as you would like to promote your services. Instantaneous Updates Updates are posted to the live site in real-time once the administrator publishes the page. Timesaver – Ensures your site is communicating the most up-to-date information. Browser Based No installation of programs or software needed, meaning you and your staff can update the site from any Internet connection or platform (Mac or PC) at any time. Convenience – Updates can be made anywhere at any time. Money Saver – Doesn’t require $ per seat to install software. Level of Rights Central administrator establishes specific editing rights. Timesaver – Administrator can distribute work among specific departments while still maintaining control over the content and layout of the site. Mobile Updates Immediately update your site from any location with urgent announcements using your PDA. Crisis Communication – Warn audiences of crisis situations from anywhere at any time. Action Items Direct access to a queue of items waiting to be published or reviewed by the administrator provided immediately upon login. Convenience – Helps the administrator stay organized and timely with the site. Content Scheduling Pages can be set with a start and/or expiration date, meaning pages can be created in advance and be automatically released and/or removed from the site as indicated. Convenience/Timesaver – Ensures your site is communicating only timely information. Multiple Page Creation Options Site Search and Site Search Log Subsite Automatic Alt Tags Powerful site search automatically indexes all content making it easy for all visitors to find information. This feature also keeps a log of all words that are searched by your visitors. Specific areas of your website, e.g., Parks & Recreation, Police or Fire, can provide their own calendar and news items. Built-in features ensure your site is Section 508 compliant. Timesaver/Ease – The multiple options for page creation ensures that everyone on your staff can update the site, regardless of key items on the homepage. Money Saver – As your site grows, you will not have to redevelop the underlying structure. Knowledge – The search log serves as a tool in making decisions about updates and upgrades as well as placement of key items on the homepage. Ease – Site visitors can find relevant information for their area of interest by following a redirect link, e.g., www.yoursite.org/police Convenience – Editor does not need to know Section 508 requirements as the system will automatically format to accommodate for Section 508 Compliance. Bad Links Identifier You may not be aware of any broken links on your website, but your guests are. This module creates a list of the broken links on your site when they are accessed. It also allows a site visitor the ability to enter comments concerning how they accessed the page. On the administrative of the system an asterisk alerts you that a comment concerning a bad link has been posted. 16 Content Library The Content Library features galleries full of templates and pages all at your fingertips. It is a way for you to create and share page templates and layouts between co-workers, departments, or with the entire CivicPlus Community. The Fire Department is not sure what pages to include under their section? Search the Content Library. Need some ideas on how to set up a fantastic Permits and Licenses page? Find examples in the Content Library. Want to share a great page that you made on your website? Share with the entire CivicPlus Community. Templates and pages are categorized by type or department and available in all site sizes, and CivicPlus includes its own personal picks and best practices for each type and department. Pages and templates can be voted on and rated by your peers, with top downloads and top contributors can be viewed throughout the entire CP Community. The highest rated and downloaded templates will have their creator placed in a CivicPlus Hall of Fame. Dynamic Layout The layout for your website is determined by you and the designer. The placement of navigation and dynamic areas are important in guiding site visitors to key information quickly and easily. Our consultants make recommendations based upon website-user studies and research on best practices. Dynamic Page Components Events Calendar, FAQs, Opinion Poll, News Flash and other new features may be included as dynamic page components. Dynamic Page Components may be placed on any page and will help dedicated areas of the site appear as its own website. For example, the entry page for your Parks and Recreation department can be customized with specific lists of events, FAQs, and news announcements, pertaining to that department. Dynamic Breadcrumbs & Site Map When a user visits your site, Dynamic Breadcrumbs are used to show their location within the website. Breadcrumbs are automatically generated by the CivicPlus system. This feature assists a site visitor in understanding the site structure and navigation. A dynamically generated site map automatically updates itself to your menu system. So if a menu item is renamed, added, or deleted in your navigation, the site map will reflect those changes. eCommerce Integration While CivicPlus does offer our ePayment Center, we also work with numerous trusted third-party payment processors to handle payment and account information, allowing your citizens to easily log on and pay bills ranging from property taxes to utilities. The payment processor used for transactions is dependent upon the county’s wants and needs, with every effort made to ensure a clean, seamless on-site presentation of the payment portal. Of the vendors that we’ve worked with, many allow for one-time credit card or debit card payments, payment through the Automated Clearing House (ACH) network and even Interactive Voice Response (IVR) payment options via telephone. Many give users the option for automatic bill payment, with payment being automatically withdrawn from the specified account on a certain day each month. These payment processors feature payment and usage reporting, and all of our e-commerce partners meet the Payment Card Industry’s Data Security Standard (PCI DSS). Integration of third-party vendors is subject to scope and additional fees. History Log Easily track changes made to your website by all of your users with the History Log. Track changes made to items in your Page Menu, Archive Center, Document Center and more. History Log information is searchable, sortable, and exportable. Intranet We can set up an Intranet for your site to be used by employees or other groups that need to share non-public resources. An Intranet is a secure location on your website that allows employees to login and access information specific to them, and you have the ability to set up multiple Intranet groups with varying view rights. Most modules available to the public on your site are also available for use on the Intranet. For example, you can use the Calendar module to notify employees of work events; FAQs to answer questions about wages; Notify Me to send notification of flexible benefits deadlines; and News Flash module to let employees know of births, marriages, and other personal events. 17 Integration CivicPlus has performed a variety of integration services for our clients, all of which work cohesively with most thirdparty software applications. The CivicPlus CMS is different from other standard design programs, in that we have the ability to link with most software or databases you are currently utilizing. Systems such as purchasing, taxes, assessment, and utilities have been developed for many of our clients. Some clients we have performed successful integrations with are as follows: • Cheyenne, WY – Provided streaming video using Granicus http://www.cheyennecity.org/video/video.aspx • Manhattan, KS – eCommerce using Sallie Mae http://www.ci.manhattan.ks.us/index.asp?NID=247 • Orland Park, IL – Crime Statistics http://il-orlandpark.civicplus.com/cfapps/select_stats.asp • Tonawanda, NY – GIS http://www.tonawanda.ny.us/index.aspx?NID=615 Integration can take place on varying levels, from simply linking to a third-party hosted site to dynamically drawing in content from other existing sites to actual custom programming to integrate services into our GCMS. Our typical method of integration involves dynamically scraping content from an existing web application, allowing continuously updating content or form fields to access an application to be drawn directly into the CivicPlus-created site. If a web interface currently exists for an application on a client’s web server, we recommend moving it to a third-level domain so that it can remain active when the CivicPlus site is launched; CivicPlus can then draw in that content from the third-level domain directly into the primary site at a lower cost than actual integration into the CMS. If true integration rather than interfacing is required, the project will need to be more fully scoped and additional charges may be incurred. Hood County, TX Bond Records and the Court Docket Integration Pages http://www.co.hood.tx.us/index.aspx?NID=582 http://www.co.hood.tx.us/index.aspx?NID=365 Levels of Rights Most information is constantly changing and needs to be updated frequently. With CivicPlus, each department is capable of updating their own content. Even though each department can update their department’s information and web pages, the menu structure, top of page, banner and navigation throughout the site remains the same. A central administrator is given the ability to establish groups with specific rights and capabilities to update the website. Users are then assigned to those groups based upon the role they will have in updating the website. The access levels are: • View: the ability to see items on the public-facing side of the site • Read Only: the ability to see items on the administrative side of the site but not alter those items • Author: the ability to create site content • Publisher: the ability to publish and approve content • Owner: administrative-level rights 18 Within group administration, administrators can set the permission structure to be as granular as necessary – a user can be restricted to certain modules and even down to individual pages, or a group may give a user administrativelevel access to the entire site. With our Page Notebook system you have the ability to mark a page to be edited or a page to be added and assign content development. Users of the administrative system may be defined as publishers or authors of the content, or as administrators of modules. A central publisher for each department can then approve the pages. Publishers will receive an email notifying them that items are ready to be published. You can preview and edit then either publish or reject the content. An Action Item queue provides links to website administrators when information is waiting to be published or reviewed. LDAP Authentication We are excited about our new LDAP authentication functionality. LDAP will provide our clients with a powerful and simple way to manage users and permissions within our system by syncing your website up with your existing Active Directory database, negating the need for multiple user upload and sign-on. Features of this new functionality include: • Log on with existing network account credentials • Automatic user creation • Automatic permissions setup • Integrate with other non-LDAP authentication systems • Easy-to-use “Remember Me” sign-in • Security features like “next required login” Because LDAP authentication requires custom programming time, additional fees apply. Link Redirects This is helpful in marketing an area of your website by creating a web address that is easy to remember. Instead of sending your users to http://civicplus.com/index.aspx?nid=351, you can send them to http://civicplus.com/awards. A more obvious link is great for print materials and much easier to tell people how to find a particular page on the website. Live Edit This front-end edit feature makes updating website content even quicker and easier, as Live Edit allows users PointClick-Edit access to information…right from the front-end of the website. Step 1: Find the blue Live Edit icon and click on the area of the website that you wish to edit. Step 2: Make changes to the website, then click 'Save'. Changes are immediately reflected on the site. A great tool for those non-technical users to use to update the website from the public view, Live Edit allows you to see where your information will be posted before you make any changes. Live Edit is becoming available to more and more modules and functionality as we continue to enhance our product. Maps – Clickable, JavaScript or Flash Maps can be customized as simple, clickable maps, through the use of our Image Map Editior, or more sophisticated JavaScript or Flash (additional fees required for Javascript or Flash development). Either one provides a great way to present your community to web visitors. Help website users find commonly requested information like: bus schedules, parks, walking tours, bike paths, trash pick up schedules, location of highways, tourist attractions, education information, major employers and demographics Clickable Area 19 Mobile Apps Suite Citizen Request Tracker App The Citizen Request Tracker App is the nation's leading citizen request management mobile application on the market. The CRT App allows more than 8 million citizens across North America to report issues - potholes, graffiti, down street lights, etc. - to their local government using GPS location detection. Once the issue is submitted, the citizen will receive a confirmation email and can login to view the status of their request along with comments posted by government officials. Resources App Let citizens inform themselves by looking up community services, local businesses, youth providers, voting places, new resident information - like utilities, water and cable - and much more through the Resource Directory App. Get contact information, service or business descriptions, web address and directions for each resource that is listed in the directory. Facilities App Have a birthday party or other event? Use the Facilities App to search for a community facility (such as a community center or a park), browse through the amenities the facility offers, view maps and photos of the facility, retrieve location information, and then reserve the space, if available. 20 MuniMobile™ CivicPlus’ MuniMobile™ feature ensures that your website will have a mobile-compatible version, automatically and with no extra work required. Given the near-ubiquitous demand for full mobile sites, CivicPlus offers this functionality a no additional cost. The design, navigation, and content of your website will be automatically configured in such a way that a person viewing the site from a mobile device will still be afforded the same ease-of-use and intuitive setup as if they were navigating the website on a computer, with an option to view the full website available as well. Examples of design work Pueblo, CO Home Page Pueblo Resident Help Center Mega Menu Expanded Eugene, OR Home Page Explore Eugene Mega Menu Expanded Eugene Mobile Site 21 Navigation Options CivicPlus provides many different navigation structures and options. A few are presented here. Portal Page Development Portal pages are often developed to bring numerous site resources together into one central entry location. Creating a graphic overview, the portal provides direction to a diverse group of site visitors while reinforcing your website’s key message. Portal pages may be simple links or may be developed using animation such as JavaScript or flash programming. Because there is additional design and programming time involved with portals, additional fees apply. “Print This Page” Functionality Our printer friendly functionality does more than simply call the browser’s print command – it separates the critical content from the template so as to give a clean presentation of the information that needs to be printed without the menu structure and banner information. Though the printer-friendly functionality does not currently include the extra information listed here, it could be added through the development process after a consultation with our programmers. RSS Feeds When a user signs up for RSS feeds, they receive email notifications of the latest news information updates without having to visit your website. RSS begins with downloading a free reader and then subscribing to the feed. Then, as often as the website is updated, the subscriber receives notifications of these updates at their earliest convenience. Site Search On the public side of the site, we supply all our clients with a robust Site Search with advanced search features. The CivicPlus Site Search will search through web pages on your site, PDF documents, any module entries, and document files. Video and sound files are searched by name. The site search organizes the results by the type of information (calendar item, web page, Microsoft files, PDF documents, etc.) With the Site Search Log, site administrators can review a history of searched-for words by frequency, date, time, and exact terms input by site visitors. This is a helpful tool for your site users and also a means of keeping your staff inthe-know of what items are being regularly searched on your site. 22 Social Networking and Gov 2.0 CivicPlus understands the importance of Gov 2.0 and how social networking sites like Facebook and Twitter help governments connect with their residents in unique and innovative ways. CivicPlus is committed to helping municipalities establish a presence on the most popular social networking sites and advising governments on Gov 2.0 management policies. From community-centric pages on Facebook to real-time Twitter feeds that can deliver emergency alerts, our production teams are dedicated to helping our clients integrate their web content into the most dynamic social media sites and make their marks in the growing world of Gov 2.0. • Facebook Facebook is the most popular social networking website in the world, and more and more, governments are jumping in with their own Facebook profiles. Many governments are finding this social networking tool to be an essential part of their online presence, as it provides another avenue to share news, announcements, events, pictures and videos with a wide range of regular site visitors. CivicPlus can create your Facebook page and sync up your website to automatically push news and calendar events out to Facebook, with a link to your website for more information. • Twitter Twitter is a micro-blogging service that enables users to send short updates to other interested users. Twitter’s short, 140-character “tweets” offer a way for municipalities to distribute information quickly and effectively. Much like Facebook setup, CivicPlus can link your website to your Twitter account for automatic publishing of news and announcements like road closings, meeting schedules, and emergency notifications. Other social networking sites like LinkedIn, YouTube, etc., can be featured on your website as links to your organization’s profile on those particular websites. Website Statistics In order to review how your site visitors are using the site, administrators will be trained on the use and analysis of the web statistics, which are provided through Google Urchin Analytics. Important information can be pulled from this data in order to make decisions about the use of the website. 23 Reliable Maintenance and Support Other website management providers have a distorted vision of how to help governments serve their citizens, offering little or no ongoing support for their products. CivicPlus takes the opposite approach. We realize that you want to be a good steward of taxpayer dollars, and that means minimizing the total cost of ownership of your new website. In addition to secure hosting services, CivicPlus provides ongoing maintenance and upgrades to the content management system as well as continuous technical support with our Ultimate Service Plan. Our clients are reassured by our proven commitment to customer service, exhibited by the following services: • Automatic CivicPlus Software and Module Updates All CivicPlus customers receive the benefits of new features and upgrades that we add to our ever-growing content management system. The core of the CivicPlus product offering grows with you and your community, ensuring that your site never grows stale and that your website is truly an investment. • Around-the-Clock Technical Support The goal of a content management system is to spread the responsibility of updating the site among multiple staff members or departments. Our support personnel are ready to answer your staff members’ questions and ensure their confidence in using our site. When you opt for our Ultimate Service Plan, our knowledgeable staff is available from 7:00 am to 7:00 pm CST to field your calls and e-mails, and emergency services are available after regular hours, with our staff on-call 24-hours a day. In addition to fielding support requests, CivicPlus is proactive in identifying any potential system issues. Through regularly scheduled reviews of site logs, error messages, servers, router activity and the Internet in general, our personnel often identify and correct issues before they even affect our clients’ websites. Our expertise in website management provides assurance to our clients that their site is in good hands. Ultimate Service Plan Annual Maintenance & Support Includes: Support Maintenance of CivicPlus Application & Modules 7-7 (CST) Mon-Fri (excluding holidays) 24/7 Emergency Support Dedicated Support Personnel 2-hour Response During Normal Hours Usability Improvements Integration New & Upgraded Services Proactive Support for Updates & Fixes Online Training Manuals Monthly Newsletters Phone Consulting CivicPlus Connection & CivicPlus University Install Service Patches for OS Upgrades Fixes Improvements Integration Testing Development Usage License System Ownership Under our standard operating model, our clients own all data and software associated with the website – the design, the page content, all module content, all importable / exportable data, all archived information and the GCMS. This allows them the peace-of-mind of remaining in total control of all website content and functionality. While hosted and maintained with CivicPlus, this data is never shared, and CivicPlus retains tight controls over our hosting operations, allowing for daily site backups, redundant power and internet systems, site redundancy and emergency recovery procedures. If the contract between your organization and CivicPlus were to be canceled due to the wishes of the client, our Support Department would work with you to transfer all associated data and software in order to make a smooth transition to the client’s new hosting arrangement and, if necessary, management platform. In the highly unlikely event that CivicPlus were to cease support for the software due to bankruptcy, acquisition, a change in business operations or other circumstances, you would also receive full and complete control of all website data and software. Under either circumstance, provision of the core code, all associated modules and functionality would allow the client to move the entire website to an alternative hosting location without altering the management tools or modifying operation of the website in any way. 24 CivicPlus Project Development Estimate All Quotes are in US Dollars and valid for 90 days from February 1, 2013. Project Development $ 24,569 First Year’s Annual Support, Maintenance & Hosting Server Storage not to exceed 10 GB; Media Center Storage not to exceed 10 GB Included Total Fees Year 1 $ 24,569 With CivicPlus, you’ll enjoy all the benefits of our Ultimate Service Plan – 24/7 support, software maintenance, unlimited upgrades, recurring training and access to the CivicPlus community. Protecting your investment is important, and our Ultimate Service Plan allows you to receive maximum benefit at minimal cost. Over the course of a year, you’ll receive nearly $500,000 in software upgrades, maintenance and optimization. Additionally, your staff will be able to take advantage of our support community, ensuring that they’re always up-to-date on our latest features and functionality. With the Ultimate Service Plan, CivicPlus will handle the workload, with redundant hosting services, daily backups and extensive disaster recovery plans. And if the Ultimate Service Plan isn’t right for you, the site and software are yours – our websites are as portable as they are powerful. Single Year Option – Year 2 and Beyond Annual Support, Maintenance & Hosting Subject to annual 5% increase year 3 and beyond $ 4,016 Optional Payment Plan – CivicPlus Advantage (REDESIGN) CivicPlus Advantage offers local governments an alternative payment plan that eases the impact of a new website on your budget and spreads the one-time project development costs over a longer period of time. Through a minimum three-year contract, CivicPlus Advantage dramatically lowers the one-time project development and start-up costs of launching a new website, combining one-time and recurring fees and spreading them over the life of the contract. And because we value our continuing relationships with our customers, those who extend their contract beyond the three-year minimum will receive a redesign at the end of their fourth year with CivicPlus – at no additional charge. The CivicPlus Advantage Plan provides a fixed fee for an Agreement term of 36 months from the first date of billing. At 36 months, Client has the following options: 1. Terminate the CivicPlus Advantage Plan by providing written notice and contract for Annual Support, Maintenance & Hosting services. Base rate of $4,428 is subject to 5% annual increase. 2. After forty-eight (48) months of continuous service, Client is entitled to a no-cost redesign. Redesigns that include additional features not available on the original website may be subject to additional charges. Additional features include, but are not limited to, additional modules, integration of third-party software or capabilities, additional design services beyond the standard website redesign and custom programming for new site modules or features. 3. Terminate services with CivicPlus. CivicPlus Advantage 1st Year 2nd Year 3rd Year 4th Year Annual Recurring Fees $10,867 $10,867 $10,867 $ 4,428 25 Project Development Phase 1: Analysis and Timeline Development Deliverable: Project Timeline and worksheets Phase 2: Website Design Deliverable: Website Design Composition Phase 3: Navigation Architecture Development Deliverable: Navigation structure optimized for your website Phase 4: Modules and Site Setup Deliverable: Set up fully functional site, software that runs the site, and site’s statistical analysis. Phase 5: Content Development of 100 standard pages and up to 500 supporting elements Deliverable: Website content development and module content. Phase 6: Test and Review, Establish Future Expectations Deliverable: List of items that need to be addressed Phase 7: 4 Days Onsite Training Deliverable: Train System Administrator(s) on CMS Administration, permissions, setting up groups and users, module administration. Basic User training on pages, module entries, applying modules to pages. Applied use and usability consulting to result in effective communication through your website. Phase 8: Go-Live and Project Review Deliverable: Final project review report Phase 9: Marketing Deliverable: Registration of site with all major search engines Phase 10: Ongoing Consultation Deliverable: Site review with recommendations for enhancements to improve visitor interaction; layout, design and content recommendations. Additional Functionality $1,720 $4,602 $1,032 $1,719 $4,096 $1,831 $8,000 $1,118 $451 Included Included Google Translation Tool Gov 2.0 Upgrades Blog Facebook Integration Included Included Share Twitter Integration Total Project Development Fee $24,569 First Year Annual Support, Maintenance and Hosting Fee Server storage not to exceed 15 GB; Media Center storage not to exceed 10 GB Included Total Fees Year 1 26 $ 24,569 Project Development Includes the Following: Modules • • Functionality Agenda Center • Action Items Queue Alerts Center & Emergency Alert Notification • Audit Trail / History Log • Archive Center • Automated PDF Converter • Bid Postings • Automatic Content Archiving • Business/Resource Directory • Content Library • Calendar • Dynamic Breadcrumbs • Carbon Calculator • Dynamic Sitemap • Document Center • Expiring Items Library • ePay • Graphic Link Administration • Facilities & Reservations w/50 Facilities • Links Redirect and Broken Links Finder • FAQs • Menu Management • Featured Info Module • Mouse-over Menu Structure • Forms Development Tool • Online Editor for Editing and Page Creation (WYSIWYG) • Healthy City Initiative • Online Web Statistics (Only with CivicPlus Hosting) • Intranet • Page Wizard w/Multiple Layouts • Job Postings • Printer Friendly/Email Page • Media Center • Rotating Content • My Dashboard • RSS • NewsFlash • Search Engine Registration • NotifyMe Email Subscription • Site Layout Options • Online Job Application w/1 Generic Application • Site Search & Entry Log • Opinion Poll • Slideshow • Permits & Licensing • User & Group Administration Rights • Photo Gallery • Web Page Upload Utility • Postcard Module • Website Administrative Log • Quick Links • Real Estate Locator • Request Tracker (5 users) • Staff Directory Annual Support, Maintenance & Hosting Service Include the Following: Support Maintenance of CivicPlus Application & Modules Hosting 7-7 (CST) Mon-Fri (excluding holidays) 24/7 Emergency Support Dedicated Support Personnel 2-hour Response during Normal Hours Usability Improvements Integration New & Upgraded Services Proactive Support for Updates & Fixes Online Training Manuals Monthly Newsletters Phone Consulting CivicPlus Connection CivicPlus University Install Service Patches for OS Upgrades Fixes Improvements Integration Testing Development Usage License Shared Web/SQL Server DNS Consulting & Maintenance Monitor Bandwidth-Router Traffic Redundant ISP Redundant Cooling Natural Gas Powered Generator Daily Tape Backup Intrusion Detection & Prevention Antivirus Protection Upgrade Hardware 27 Conclusion As your website committee narrows the search for a partner to create the website for Monona, CivicPlus would like to be your partner of choice. Our experienced and knowledgeable professionals are committed to creating the communication infrastructure that Monona desires. • Your City will have access to the most experienced staff in the municipal website management market, and your project team will work with you to create a unique and engaging site that reflects your community. • CivicPlus will remain a trusted advisor and support resource after the site launches – Monona will always have access to government communication experts. • Your site will grow and change with you as industry trends and technology change. CivicPlus will ensure that your website is on the cutting edge – ALWAYS. We have the expertise to build award-winning eGovernment websites. Our promise: We will work with you until you are 100% happy with the look, content and functionality of your website. 28 CivicPlus Features & Functionality Serving more than 1,300 clients in 49 states, Canada and Australia, we partner with governments to create award-winning websites. 2 CivicPlus Features & Functionality ............................................................................................................................................................. 5 Agenda Center........................................................................................................................................................................................ 5 Alerts Center........................................................................................................................................................................................... 5 Archive Center ........................................................................................................................................................................................ 6 Bid Postings............................................................................................................................................................................................ 6 Blog......................................................................................................................................................................................................... 6 Business/Resource Directory.................................................................................................................................................................. 6 Calendar ................................................................................................................................................................................................. 6 Carbon Calculator................................................................................................................................................................................... 7 Document Center.................................................................................................................................................................................... 7 ePayment Center.................................................................................................................................................................................... 7 Facilities & Reservations......................................................................................................................................................................... 7 Frequently Asked Questions................................................................................................................................................................... 8 Forms Development Tool........................................................................................................................................................................ 8 Healthy City ............................................................................................................................................................................................ 8 Job Postings ........................................................................................................................................................................................... 8 Licenses and Permits.............................................................................................................................................................................. 8 Media Center with Live Streaming Video ................................................................................................................................................ 9 My Dashboard ........................................................................................................................................................................................ 9 News Flash ............................................................................................................................................................................................. 9 Notify Me® .............................................................................................................................................................................................. 9 Online Job Application .......................................................................................................................................................................... 10 Opinion Poll .......................................................................................................................................................................................... 10 Photo Gallery ........................................................................................................................................................................................ 10 Postcard................................................................................................................................................................................................ 10 Quick Links ........................................................................................................................................................................................... 10 Real Estate Locator .............................................................................................................................................................................. 11 Citizen Request Tracker™.................................................................................................................................................................... 11 Spotlight................................................................................................................................................................................................ 11 Staff Directory ....................................................................................................................................................................................... 11 3 Administrative Features and Services ...................................................................................................................................................... 12 Bad Links Identifier ............................................................................................................................................................................... 12 Content Library ..................................................................................................................................................................................... 12 Dynamic Layout .................................................................................................................................................................................... 12 Dynamic Page Components ................................................................................................................................................................. 12 Dynamic Breadcrumbs & Site Map ....................................................................................................................................................... 12 eCommerce Integration ........................................................................................................................................................................ 12 History Log............................................................................................................................................................................................ 13 Intranet.................................................................................................................................................................................................. 13 Levels of Rights .................................................................................................................................................................................... 13 LDAP Authentication............................................................................................................................................................................. 13 Link Redirects ....................................................................................................................................................................................... 13 Live Edit ................................................................................................................................................................................................ 13 Maps – Clickable, JavaScript or Flash .................................................................................................................................................. 14 MuniMobile™........................................................................................................................................................................................ 14 Navigation Options ............................................................................................................................................................................... 14 Navigation Depth .................................................................................................................................................................................. 15 Portal Page Development ..................................................................................................................................................................... 15 RSS Feeds ........................................................................................................................................................................................... 15 Search Engine Registration & Optimization .......................................................................................................................................... 15 Site Search ........................................................................................................................................................................................... 15 Website Statistics ................................................................................................................................................................................. 16 CivicPlus Product Roadmap....................................................................................................................... Error! Bookmark not defined. 4 CivicPlus Features & Functionality Developed for organizations that have a need to update their site frequently, CivicPlus provides a powerful content management structure and website menu management system. The system allows non-technical employees the ability to easily update any portion of your website instantaneously. The CivicPlus Government Content Management System utilizes Microsoft SQL Server, ASP, JavaScript, and HTML for web development. No HTML knowledge is needed to update your website. If desired, HTML code can be used throughout the website for advanced users. With extensive web applications in place, continual enhancement and an easy-to-use interface, our clients are the proud owners of their websites and are excited to be part of the CivicPlus community. Additional benefits of the CivicPlus GCMS include: webpage version controls, customizable levels of user-rights, searchable data, accessible customer support services, instantaneous functionality updates, comprehensive security, and much more. Each website begins with a unique design developed to meet your specific communication and marketing goals, while showcasing the individuality of your community. Features and capabilities are added and customized as necessary and all content is organized in accordance with web usability standards CivicPlus Modules and Features Modules are constantly being developed that meet the needs of our clients. Modules are displayed according to the client’s specifications. A list of our modules follows: Agenda Center The CivicPlus Agenda Center is an all-inclusive agenda creation module. No longer will you have to build your agendas in a wordprocessing program, print it out and pass it around the office for approval, export the final version to a PDF and then upload it to the website. Agenda Center allows for the creation and management of the entire agenda process, from submitting preliminary items at the departmental level, to a robust and easy-to-use workflow, to the publishing of the agenda live to the public – one smooth and seamless process. Agenda Center not only offers a one-stop-shop for agenda creation, but upon publish of the approved agenda, a template for the minutes of that meeting can be generated as well. Agenda Center ties in with the Archive Center, so published agendas and minutes can be placed in an Archive Center category for immediate storage and easy search-ability. Update your residents in a fast and timely manner as well, as published agendas and minutes can also be sent out through the Notify Me module as email and text message updates. Alerts Center The Alerts Center provides an efficient and noticeable way to get important news out to your community, whether it be local inconveniences like street closures and road conditions, or critical, up-to-the-minute emergencies like flood warnings and Amber Alerts. With the click of a button, graphics and information can be activated on your website from a variety of layouts that best fit the alert’s importance, with public notifications sent out through email, text message, and social networking avenues. When a user clicks on an alert that is displayed on the site, they will be taken to the module information that details the alert, as well as provides photos, links to other resources, and a history of updates. 5 Archive Center The Archive Center has been developed specifically for the storage and retrieval of agendas, minutes, newsletters, and other datedriven documents. The Archive Center allows you to categorize and store date-driven documents in date order, which allow your users to find the specific document they are looking for easily and efficiently. Archives can be searched by date, category, or keyword. The Archive Center is a huge timesaver for website administrators as well, as a document only needs to be uploaded once, and the unique “View Most Recent” link functionality on your website pages does the rest of the work by automatically updating to the most recent uploaded item. Bid Postings Bid Postings provides a simple and easy-to-use method of posting and organizing bids, RFPs, and RFQs online for vendors or local contractors that are interested in providing products and services to your community. You can provide as few or as many details about each bid as you choose: provide links to upload the full RFP package, link to related web pages, or post other bid details like the scope of work. Bids can be searched by category, title, or closing date and by open, closed, cancelled, or awarded. This module can be integrated with the Notify Me module, allowing site-visitors to sign up to be notified when new bids are available, and bids can be updated throughout the process to let interested parties know of amendments, cancellations, and to whom the bid was awarded. Bids can also be set to automatically expire off the site. Blog The Blog module helps to open up the lines of communications between administrators and citizens, increasing government transparency and citizen interaction. As Blog posts are added, this helps to keep the public informed by creating an open dialogue. The Blog features the option to allow citizen comments for feedback, and comments can be moderated before publishing live to the website. Business/Resource Directory Think of the Business/Resource Directory as the yellow pages of your website, as it provides site visitors with information about and links to organizations and services within your community. With the Business/Resource Directory module, site visitors can search by business or organization name or category, and the entries can also be organized by business (yellow pages style) or by category (topical directory style). Display useful information like a description, a link to a map of the location, address, phone, email and a link to the business’ website. Citizens can also download the included iPhone App at no cost, allowing them to search for businesses or services on the go. Calendar The Calendar allows administrators to set up calendar items in an effort to keep the public informed about goings-on in your community. Events can be set on a one-time basis or as recurring events for multiple months in advance, with short descriptions and hyperlinks to display the event details. The calendar recognizes the current date as the starting date for the display of events and also provides for easy navigation to future events. Multiple calendars are available. Department Calendar: Any page on your site can display the most current calendar items in a special content area, great for departments or sections of the website that wish to have their calendar events appear on their page(s). Featured Events: The Featured Events functionality within the Calendar Module allows you to highlight special upcoming events to draw attention to an event in advance. 6 The Calendar supports multiple views, including a monthly view that displays all the events in a month. Carbon Calculator Help your website keep up with green initiatives by allowing your citizens to track their carbon footprint. Document Center The Document Center is a document storage center that allow for a variety of file types (e.g., PDF, spreadsheets, pictures, video files, sound clips, and more) to be downloaded or viewed by the end user, allowing for easy access for your site visitors. Instead of bogging down your employees with requests for documentation, site visitors can locate the forms and documents they need. Your employees can easily add new documents and direct residents to the information they requested online, without sending out extra paperwork. Moreover, all files are organized by our structured filing system of folders and subfolders, and this features the ability to set each file to automatically publish and unpublish, keeping all of your information updated and obtainable by your citizenry 24/7. ePayment Center Integrate eCommerce on your website with no third-party store to setup, and save your citizens time and effort by affording them the opportunity to pay for services right through your website. You have the ability to customize or make changes to any form that you create to take in online payments like permit fees, registration fees, pool passes, etc., and email notifications are sent out to both customer and client when a transaction is made. Financial reporting through our trusted PCI-compliant partner is also available with the click of a button. Facilities & Reservations The Facilities Module allows the site administrator to display local facilities and their amenities, and to manage their availability to the public. A site visitor can search for facilities by type or amenities available, review the amenities for each facility, retrieve location information and reserve the facility. Search results will offer additional options such as admission requirements, handicap accessibility, and how to reserve or make payments. Descriptions with details of the facility (location, contact info, photographs, video, map, handicap accessibility, rental availability, etc.) display within each facility’s listing, with your staff able to allow for online reservation requests and to create calendars specific to a facility in order to display approved reservations. Search Screen Facilities Listing Facility Description 7 Frequently Asked Questions Help your citizens reduce time-consuming phone calls or trips to government offices by answering commonly asked questions through your website. FAQs – which can be organized by departments and/or category – may be added to any page and can be set up to link to additional information or documentation for easy reference. FAQs also have their own search feature, so your site visitors can easily find answers to the questions they ask the most. Forms Development Tool Having online forms makes it easy for you to receive useful information from your community and for your community to complete tasks online. These completely customizable forms can be used as a means for citizens to contact you with questions, requests and feedback, or to sign-up for various events and activities. You can create as many online forms as you need with this module, with forms easily built from scratch or from our library of sample online forms. Various field options include long answer, radio button, drop-down lists and multiple choice (among others), with formatting options that include font colors, background colors, text alignment, and more. You can preview forms as you create and edit them instead of sending it to someone else for changes. The Forms Development Tool lets you develop every aspect of your online form with no programming knowledge necessary. In addition to being able to create your own form, you can track your forms through your website! No more lost emails and sorting for statistical data through multiple emails. Any form submitted on your website can be received via email to as many people as you wish, and/or be kept in a backend database. This data can then be exported to Microsoft Access, Excel, or other database software. Healthy City Help keep your citizens more health-conscious by giving them a way to track their daily and weekly exercise routine. Job Postings Display available jobs within your organization on your website in an easy-to-search-and-retrieve format for your site visitors. The Jobs Module allows you to provide as many details as you like and link to a number of files supporting the available position(s), with the ability to allow the site-visitor to download a job application and email their resume to the person/department of your choice. Website visitors can sort jobs by date or job type, and can sign up to be notified of new jobs through the Notify Me module. You can also choose to allow for online applications using the Online Job Application system (another module featured later). The Jobs Module also can be set up to allow employers within your community to be able to post their own available job openings in a controlled environment on your website, helping to boost your community’s economic standing and further make your website the hub of information within your community. Licenses and Permits This online service gives you the ability to let residents submit request for and payment for simple permits online. Once a resident fills out the required fields on their license or permit submission form, they are issued the printable version of their license/permit immediately, and you can set these requests to utilize CivicPlus ePayment module or to be cost-free. Creating a new license or permit request form is done through the Forms Development Tool, and you can utilize one of our 10 default forms or create your own customized form. You can also add number and letter formatting as a way of tracking permits (ex: 01234Kansas). 8 Media Center with Live Streaming Video The Media Center module provides an affordable way to upload video files and stream live video right through your website, without the need to purchase costly third-party solutions. Media Center is optimized for the storage of video files, but it takes you a step further by providing an avenue to stream meetings, demonstrations, and events right through your website, and all you need to get started is a camera connected to a computer with Internet access. This unparalleled offering from CivicPlus comes standard with our product with 10 GB of storage (roughly 40 hours), something our competitors simply cannot match. My Dashboard With My Dashboard, residents and users can set up a profile on your website that allows them to pick and choose the information that gets automatically fed to their dashboard upon site login. In one simple and streamlined view, your users can immediately see important news, available job openings, keyword searches, favorite pages, calendar feeds, and much more. Your users will be able to login to My Dashboard using the Facebook Connect feature, negating the need for multiple usernames and passwords. News Flash News Flash provides your website with an area where important and timely news and announcements are posted. Any department may utilize News Flash for posting information that is specific to their department like a change in meeting location, results from an election, rainout announcements for sports fields, and more. News Flash is a dynamic page element that may be placed on any page, and each News Flash item has its own start and expiration date. Notify Me® With Notify Me®, visitors can sign up to be notified via email and/or SMS text message about community activities, meetings, and other updates to your website. Users can self-manage multiple subscriptions at once, and unsubscribing is easy. You can send out unlimited emails, and the first 500 text message subscribers are free, with the option to add more for additional fees. Administrators can create as many Notify Me® lists as they want, and the module also automatically integrates with our Alerts Center, News Flash, Calendar, Job Postings, Bid Postings, and Blog modules. Notify Me® supports HTML and plain text versions of email messages, and newsletter templates can be created for added presentation quality. You can set up notifications as drafts and set them to send to subscribers at a specified date and time, and most current subscriber notification lists can be imported to our system, while the email lists created by your CivicPlus system can be exported for other files and/or purposes. All of these features makes Notify Me® an excellent and valuable communication tool for your website, allowing you to continuously stay in contact with your residents by sending them important information updates that they are interested in receiving. 9 Online Job Application Save yourself and your residents’ time, save paper, and give your website users instant access to apply for available positions with CivicPlus Online Job Application system. Allow applicants to apply completely online by filling in the application, attaching supplemental paperwork, and submitting to your HR department, with applications time and date stamped. Applicants can also create an online profile, which allows them to update their application and apply for other jobs without filling out multiple applications. Your staff can be notified by email when a new application has been received, which then allows you to view, sort and download submitted applications. And fear not about lost applications – they’re databased on the website for easy retrieval. Opinion Poll This module allows you to interact with your site visitors. Once a user submits their vote, the poll results are displayed. This is a popular module and is an easy way to keep people coming back to see what’s new on your site. We recommend that the poll questions be non-controversial items, as results are not scientific. The results may be used to provide website decision-makers with valuable information in order to make informed decisions. Also, having the Opinion Poll module demonstrates even further the true interest your community has in residents and stakeholders. Photo Gallery The Photo Gallery module is designed to allow you to store and display photographs in a central location to showcase to your citizens and the world the best that your community has to offer. Photo Gallery helps your website become the place to put your community’s best face out there and to attract new citizens to your area. Users will be able to: Explore your city or county through albums and favorites Browse your featured photos and events Share with friends or send as postcard Submit images View images as thumbnails or full-size Write descriptions with each photo Search the Photo Gallery View a slideshow of photos Give photo credits Give images “thumbs up” You can use the Photo Gallery to store and organize photo files by department, division, and/or event. Like the Document Center, you can store as many pictures in as many albums as you like. Postcard Highlight your community by giving visitors the opportunity to email virtual picture postcards with personalized messages. Quick Links The Quick Links module allows you to place links to related and often-requested information directly on the page of your choice. The entire collection of these links is contained within the actual module, and is unlimited in the amount of categories and links that you can provide to your users. The links can be to interior pages of your website, to documents and forms, or to outside websites. You can organize the links by category or item and can set them up to auto-publish and unpublish. 10 Real Estate Locator Another way to make your website the hub of information for your community, the Real Estate Locator helps attract incoming businesses and residents by providing a one-stop shop for available real estate listings in your community. Properties – commercial or residential – can be organized by and searched for by neighborhood, street or zone, and price range. The Real Estate Locator can be set up to allow realtors and brokers the ability to post their own available properties in a controlled environment on your website, further helping to boost economic development. Citizen Request Tracker™ The Citizen Request Tracker™ (CRT) is a powerful tool that facilitates interoffice and government-to-citizen communication and workflow concerning requests reported by residents. Users create a profile and submit requests or complaints, view pending issues, reopen closed issues, request additional information, and more. Once a profile is set up, contact information is automatically filled in when a user submits a new request. Furthermore, problems reported over the phone can be manually entered into the system for increased efficiency. Marketing the CRT™ system as the primary tool for communication on problems and requests in your area will allow you to reduce staff time spent on addressing issues by hand, and it will allow your constituents to interact with your staff any time of the day. The CRT™ system makes it easy to: Add comments and action items Assign the request to a staff member Review the history of the issue Send messages to the constituent Close the request Print and/or export statistics and reports Print work orders Generates efficiency statistics and reports Export data in CSV or tab-limited format Spotlight Spotlight creates an additional space on a webpage that allows you to highlight important text or widgets in a compact, easy-to-update module. The information posted with this module can relate to one or more pages. Staff Directory If the Business/Resource Directory is your website’s yellow pages, then the Staff Directory module is the white pages. A time-saving resource for your residents, Staff Directory provides detailed contact information for your staff and various offices all in one place, decreasing the number of calls requesting contact information. You can include as much or as little employee and department information as you deem necessary; plus, Staff Directory entries can be linked to pages throughout your site, providing quick access to a specific department or employee’s information. Employee information can include title, bio, photo, and contact links via email or form submittal (email addresses are blocked from email harvesting programs). Website users can search the directory for a specific employee by last name, first name, and by department. 11 Administrative Features and Services Bad Links Identifier You may not be aware of any broken links on your website, but your guests are. This module creates a list of the broken links on your site when they are accessed. It also allows a site visitor the ability to enter comments concerning how they accessed the page. On the administrative of the system an asterisk alerts you that a comment concerning a bad link has been posted. Content Library The Content Library features galleries full of templates and pages all at your fingertips. It is a way for you to create and share page templates and layouts between co-workers, departments, or with the entire CivicPlus Community. The Fire Department is not sure what pages to include under their section? Search the Content Library. Need some ideas on how to set up a fantastic Permits and Licenses page? Find examples in the Content Library. Want to share a great page that you made on your website? Share with the entire CivicPlus Community. Content Library Features The templates and pages are categorized by type or department and available in all site sizes. CivicPlus includes its own personal picks and best practices for each type and department. Pages and templates can be voted on and rated by your peers. Top downloads and top contributors can be viewed throughout the entire CP Community. Highest rated and downloaded templates will have their creator placed in a CivicPlus Hall of Fame. We want the creation and implementation of content on your website to be a smooth process. We believe the Content Library will help alleviate content headaches and contribute to making your website pages and information the best it can be. Dynamic Layout The layout for your website is determined by you and the designer. The placement of navigation and dynamic areas are important in guiding site visitors to key information quickly and easily. Our consultants make recommendations based upon website-user studies and research on best practices. Dynamic Page Components Events Calendar, FAQs, Opinion Poll, News Flash and other new features may be included as dynamic page components. Dynamic Page Components may be placed on any page and will help dedicated areas of the site appear as its own website. For example, the entry page for your Parks and Recreation department can be customized with specific lists of events, FAQs, and news announcements, pertaining to that department. Dynamic Breadcrumbs & Site Map When a user visits your site, Dynamic Breadcrumbs are used to show their location within the website. Breadcrumbs are automatically generated by the CivicPlus system. This feature assists a site visitor in understanding the site structure and navigation. A dynamically generated site map automatically updates itself to your menu system. So if a menu item is renamed, added, or deleted in your navigation, the site map will reflect those changes. eCommerce Integration While CivicPlus does offer our ePayment Center, we also work with numerous trusted third-party payment processors to handle payment and account information, allowing your citizens to easily log on and pay bills ranging from property taxes to utilities. The payment processor used for transactions is dependent upon the city’s wants and needs, with every effort made to ensure a clean, seamless on-site presentation of the payment portal. Of the vendors that we’ve worked with, many allow for one-time credit card or debit card payments, payment through the Automated Clearing House (ACH) network and even Interactive Voice Response (IVR) payment options via telephone. Many give users the option for automatic bill payment, with payment being automatically withdrawn from the specified account on a certain day each month. These payment processors feature payment and usage reporting, and all of our e-commerce partners meet the Payment Card Industry’s Data Security Standard (PCI DSS). Integration of third-party vendors is subject to scope and additional fees. 12 History Log Easily track changes made to your website by all of your users with the History Log. Track changes made to items in your Page Menu, Archive Center, Document Center and more. History Log information is searchable, sortable, and exportable. Intranet We can set up an Intranet for your site to be used by employees or other groups that need to share non-public resources. An Intranet is a secure location on your website that allows employees to login and access information specific to them, and you have the ability to set up multiple Intranet groups with varying view rights. Most modules available to the public on your site are also available for use on the Intranet. For example, you can use the Calendar module to notify employees of work events; FAQs to answer questions about wages; Notify Me to send notification of flexible benefits deadlines; and News Flash module to let employees know of births, marriages, and other personal events. Levels of Rights Most information is constantly changing and needs to be updated frequently. With CivicPlus, each department is capable of updating their own content. Even though each department can update their department’s information and web pages, the menu structure, top of page, banner and navigation throughout the site remains the same. A central administrator is given the ability to establish groups with specific rights and capabilities to update the website. Users are then assigned to those groups based upon the role they will have in updating the website. Users of the administrative system may be defined as publishers or authors of the content, or as administrators of modules. A central publisher for each department can then approve the pages. LDAP Authentication We are excited about our new LDAP authentication functionality. LDAP will provide our clients with a powerful and simple way to manage users and permissions within our system by syncing your website up with your existing Active Directory database, negating the need for multiple user upload and sign-on. Features of this new functionality include: Log on with existing network account credentials Automatic user creation Automatic permissions setup Integrate with other non-LDAP authentication systems Easy-to-use “Remember Me” sign-in Security features like “next required login” Because LDAP authentication requires custom programming time, additional fees apply. Link Redirects This is helpful in marketing an area of your website by creating a web address that is easy to remember. Instead of sending your users to http://civicplus.com/index.aspx?nid=351, you can send them to http://civicplus.com/awards. A more obvious link is great for print materials and much easier to tell people how to find a particular page on the website. Live Edit This front-end edit feature makes updating website content even quicker and easier, as Live Edit allows users Point-Click-Edit access to information…right from the front-end of the website. Step 1: Find the blue Live Edit icon and click on the area of the website that you wish to edit. Step 2: Make changes to the website, then click 'Save'. Changes are immediately reflected on the site. A great tool for those non-technical users to use to update the website from the public view, Live Edit allows you to see where your information will be posted before you make any changes. Live Edit is becoming available to more and more modules and functionality as we continue to enhance our product. 13 Maps – Clickable, JavaScript or Flash Help website users find commonly requested information like: Bus Schedules Parks Walking Tours Bike Paths Trash Pick Up Schedules Location of highways Tourist attractions Education Information Major Employers Demographics Maps can be customized as simple, clickable maps, through the use of our Image Map Editior, or more sophisticated JavaScript or Flash (additional fees required for Javascript or Flash development). Either one provides a great way to present your community to web visitors. Clickable Area MuniMobile™ CivicPlus’ MuniMobile™ feature ensures that your website will have a mobile-compatible version, automatically and with no extra work required. Given the near-ubiquitous demand for full mobile sites, CivicPlus offers this functionality a no additional cost. The design, navigation, and content of your website will be automatically configured in such a way that a person viewing the site from a mobile device will still be afforded the same ease-of-use and intuitive setup as if they were navigating the website on a computer, with an option to view the full website available as well. Navigation Options CivicPlus provides many different navigation structures and options. A few are presented here. 14 Navigation Depth We work with you to determine the best navigation setup for your needs. Unlimited pages can be created with the CivicPlus system and there is no limit to the depth of pages that can be created. Portal Page Development Portal pages are often developed to bring numerous site resources together into one central entry location. Creating a graphic overview, the portal provides direction to a diverse group of site visitors while reinforcing your website’s key message. Portal pages may be simple links or may be developed using animation such as JavaScript or flash programming. Because there is additional design and programming time involved with portals, additional fees apply. RSS Feeds RSS stands for Real Simple Syndication, and in short, it’s a way of bringing your site to the people rather than waiting for them to come to your site to find out new information. When a user signs up for RSS feeds, they receive email notifications of the latest news information updates without having to visit your website. RSS begins with downloading a free reader and then subscribing to the feed. Then, as often as the website is updated, the subscriber receives notifications of these updates at their earliest convenience. Search Engine Registration & Optimization Before Go Live, your site will be registered with the top search engines. A brief description and a list of key words pertaining to your new website will provide search engines the necessary information to find the website when a user enters a search for your website. Search Engine Optimization (SEO) is an important tool to improve search engine page rankings. CivicPlus is currently using several tools to improve the SEO of our websites. These include development of quality content, use of strong keywords and solid page descriptions. In the near future, changes are planned to further strengthen SEO for our clients. These changes include but are not limited to: user friendly URL's, optimized images and improvements to the site map and page descriptions. These changes will further promote client websites to the top of search engine results. Site Search On the public side of the site, we supply all our clients with a robust Site Search with advanced search features. The CivicPlus Site Search will search through web pages on your site, PDF documents, any module entries, and document files. Video and sound files are searched by name. The site search organizes the results by the type of information (calendar item, web page, Microsoft files, PDF documents, etc.) With the Site Search Log, site administrators can review a history of searched-for words by frequency, date, time, and exact terms input by site visitors. This is a helpful tool for your site users and also a means of keeping your staff in-the-know of what items are being regularly searched on your site. Site Administrative Controls System administrators may review many facets of the website. Administrative tools like Login History, Website Log, and Bad Links allow the administrator to review the website administrative procedures. Redirects allow the administrators to easily establish a direct path to a page within the website. Our unique Site Search Log offers tremendous value to decision-makers, informing them on what items are being searched for on a frequent basis and giving insight into the best placement of this requested information. The CivicPlus Website Management System captures and processes referrals to pages that cannot be displayed (404 errors). The system allows the site visitor to make a note concerning how they reached this page. This feature allows you to track down old links from other sites or your own website. 15 Social Networking and Gov 2.0 CivicPlus understands the importance of Gov 2.0 and how social networking sites like Facebook and Twitter help governments connect with their residents in unique and innovative ways. CivicPlus is committed to helping municipalities establish a presence on the most popular social networking sites and advising governments on Gov 2.0 management policies. From community-centric pages on Facebook to real-time Twitter feeds that can deliver emergency alerts, our production teams are dedicated to helping our clients integrate their web content into the most dynamic social media sites and make their marks in the growing world of Gov 2.0. Facebook Facebook is the most popular social networking website in the world, and more and more, governments are jumping in with their own Facebook profiles. Many governments are finding this social networking tool to be an essential part of their online presence, as it provides another avenue to share news, announcements, events, pictures and videos with a wide range of regular site visitors. CivicPlus can create your Facebook page and sync up your website to automatically push news and calendar events out to Facebook, with a link to your website for more information. Twitter Twitter is a micro-blogging service that enables users to send short updates to other interested users. Twitter’s short, 140character “tweets” offer a way for municipalities to distribute information quickly and effectively. Much like Facebook setup, CivicPlus can link your website to your Twitter account for automatic publishing of news and announcements like road closings, meeting schedules, and emergency notifications. Other social networking sites like LinkedIn, YouTube, etc., can be featured on your website as links to your organization’s profile on those particular websites. Website Statistics In order to review how your site visitors are using the site, administrators will be trained on the use and analysis of the web statistics, which are provided through Google Urchin Analytics. Important information can be pulled from this data in order to make decisions about the use of the website. 16 A Proposal for The City of Monona, WI Creating an Exceptional Website with Vision Adam Isern Regional Sales Manager 913.660.0617 / 310.656.3103 fax [email protected] Vision Internet 2530 Wilshire Blvd. 2nd fl Santa Monica, CA 90403 888.263.8847 www.visioninternet.com Date: February 6, 2013 Table of Contents COVER LETTER .................................................................................................................. 1 EXECUTIVE SUMMARY ...................................................................................................... 2 COMPANY PROFILE .......................................................................................................... 3 COMPANY HISTORY ........................................................................................................................ 3 COMPANY AND CONTACT INFORMATION ......................................................................................... 4 QUALIFICATIONS ............................................................................................................................ 4 EXPERIENCE AND REFERENCES ....................................................................................... 7 REFERENCES................................................................................................................................. 17 SCOPE OF WORK ............................................................................................................ 18 ATTRACTIVE DESIGN ..................................................................................................................... 19 INTUITIVE NAVIGATION .................................................................................................................. 21 VISION CONTENT MANAGEMENT SYSTEMTM .................................................................................... 21 INTERACTIVE COMPONENTS AND FEATURES .................................................................................... 22 INTEGRATED WEB 2.0/GOV 2.0 ..................................................................................................... 25 INTEGRATION OF THIRD-PARTY COMPONENTS AND DATABASES ....................................................... 25 MAINTENANCE AND HOSTING SERVICES ...................................................................... 27 ALL-INCLUSIVE SUBSCRIPTION MAINTENANCE WITH VISIONLIVETM ...................................................... 27 MAINTENANCE AND HOSTING ALTERNATIVES ................................................................................. 29 THE VISION PROCESS ..................................................................................................... 31 PROJECT SCHEDULE ...................................................................................................................... 33 INVESTMENT PROPOSAL ................................................................................................ 35 INCLUDED SERVICES ...................................................................................................................... 35 OPTIONAL SERVICES ..................................................................................................................... 36 OPTIONAL COMPONENTS AND FEATURES ....................................................................................... 36 MAINTENANCE AND HOSTING ALTERNATIVES ................................................................................. 37 ADDITIONAL INFORMATION ........................................................................................................... 37 CONCLUSION ................................................................................................................. 38 APPENDIX I: THE VISION TEAM ...................................................................................... 39 APPENDIX II: VISIONCMSTM COMPONENT HIGHLIGHTS ................................................. 41 INCLUDED INTERACTIVE COMPONENTS AND FEATURES .................................................................... 41 OPTIONAL INTERACTIVE COMPONENTS AND FEATURES .................................................................... 49 COVER LETTER Dear Selection Committee Members, Thank you for the opportunity to submit a proposal for the redesign of the City of Monona’s website. Based on our discussions so far, we can see creating a comprehensive website designed to enhance the communication efforts of the City is a top priority. This is particularly exciting to us because we are always looking for opportunities to create showcase websites, just as we have done for Fond Du Lac County, WI, the City of Plymouth, MN and the City of Bloomington, IL. Many companies offer interactive tools, but only Vision Internet will take the time and care to implement a site unique to Monona. We have created websites for large cities, like the City of Atlanta, and small cities like the Town of Dillon. These clients had different needs. You will, too. Each element of the site, including the graphic design, functionality, and ongoing services will be configured to suit Monona, now and in the future. Vision Internet is the ideal partner to lead your transformation: • Experience: Our core team has worked together over the past decade to create hundreds of government websites across the US. • Expertise: Our clients have won over 200 awards for our innovations. While other companies tout the ability to apply industry standards, we invented them. • Technology: The visionCMSTM is designed for local government and incorporates modern Web 2.0 and mobile technology into a powerful system that makes updates a snap. • Design: A Vision-quality design is more than eye-catching – it reflects your community and meticulous attention is given to every detail. • Pricing: We provide competitive pricing and flexible payments. There are no required ongoing fees and the costs reflect real services provided. • Flexibility: Enjoy a subscription-based maintenance plan, host in-house, or anything in between. No matter how you would like to engage with us for on-going services, we have a plan that will work for you! In our accompanying proposal, we make a number of recommendations for your project. As you review these suggestions and our previous results, you will see that Vision Internet clearly stands apart and is the best choice for delivering quality results. I look forward to talking with you soon and welcome the opportunity to clarify any questions or provide you with a personal demonstration of our capabilities. Respectfully submitted, Leon Rogers Adam Isern National Sales Director, Vision Internet Providers, Inc. Regional Sales Manager, Vision Internet Providers, Inc. Page 1 EXECUTIVE SUMMARY Vision Internet is the national leader in government website development. For more than a decade Vision Internet has led the evolution of government websites with innovations that become industry standards. While most companies were taking the cookie-cutter approach, Vision Internet stayed true to the idea that every community is unique and has individual needs, and that quality is paramount to success. As a result, Vision Internet has become synonymous with quality and “the Vision-quality” has become the standard against which all others are measured. To create your award-worthy website, we will use our trademark Vision Process. Based upon strategic principals, we take you through a process of discovery. We get to know your community, understand your most important needs, and make recommendations to achieve successful results. When complete, your website will have a stunning design that reflects your community and your visitors will easily find what they are looking for. We will organize your information by audience, topic, service, and/or department, create multiple paths to information, and implement a site search tool. The website will include advanced interactive components for navigating special types of content like news, events, and directories. It will improve outreach with tools like eNotification and Web 2.0 features like RSS Feeds, Social Media Integration, and Bookmark and Share. To empower staff, reduce administration time, and give you complete control we will implement our advanced content management system - visionCMSTM. visionCMSTM is a webbased system created from the ground up for local government. It empowers non-technical staff from different departments to maintain their own content while preserving consistency throughout the site. Its intuitive editor allows staff to incorporate text, images, documents, and links. visionCMSTM allows you to control the delegation of authority. You can define the content that editors can update and the tasks they can perform. With the optional Approval Cycle, you can create any number of custom workflows that are unique on a per-department and/or type of content basis. This level of control and flexibility is unmatched in the industry. While the visionCMSTM gives you control of content, Vision Internet gives you control of your website. You are allowed unlimited users, pages, and categories. Additionally, our visionLiveTM subscription maintenance plan keeps you covered long-term, by including unlimited technical support, system upgrades and hosting for one set subscription fee. Best of all, as an alternative, you are still free to host the website in-house or with a third-party provider. No matter how you would like to engage with us for ongoing service, we have a plan that will work for you! It is this commitment to service, coupled with our industry expertise, creativity, and advanced technology that will produce a remarkable website for Monona and its residents. Page 2 COMPANY PROFILE Vision Internet, the Government Website Experts, is the national leader in government website development. As you review our past experience and current capabilities, we will demonstrate that Vision Internet stands far above other companies in creating unique and effective government websites. In fact, we have pioneered many innovations that have now become industry standards. We are a full-service vendor offering website consulting, design, development, hosting, and maintenance services. This allows us to provide Monona with a complete turnkey solution. Vision Internet was founded on three core values: Integrity, Commitment, and Trust. More than a slogan, these values are at the heart of our every decision, action, and interaction. We attribute our continued growth and prosperity to our adherence to these core values. This honest approach to business has also provided us with longtime employees and partners, repeat customers, award-winning projects, and recognition for our community service. However, we know none of this would be possible without our clients and their communities. At Vision Internet we care as much about your community as you do. Company History As an entrepreneur involved with business and non-profit organizations, Steven Chapin recognized the need for internet connectivity, hosting, and website services for small to medium size businesses. This led to Mr. Chapin’s creation of Vision Internet in 1995. Since its inception in Santa Monica, California, Vision Internet has been regarded as a pioneer in the Internet industry. In 1996, our company began providing website development services for non-profit and corporate clients. We were recognized as industry leaders in local, national, and international media that same year. During the creation of the company, Mr. Chapin remained active in the community, supporting government, education, and non-profit organizations. This activity, along with strong travel industry experience, resulted in the creation of our first government related projects for the City of Santa Monica’s Convention and Visitors Bureau and the Danish Government. Since this early beginning, we have further developed our government experience and have been awarded with nearly 500 government and education contracts and many awards for our work. Throughout our company’s history, we have taken a conservative approach towards growth, refusing outside funding and simply focusing on building a solid business based on our core values. Our approach has paid off, bringing us through the dot-com bubble and today’s everchanging economic climate. Providing a high level of stability allows our company to enjoy the continued respect and commitment of clients, employees, and the community. Page 3 Company and Contact Information Primary Contacts Adam Isern – Regional Sales Manager [email protected] 913-660-0617 Leon Rogers – National Sales Director [email protected] 360-569-4546 Corporate Headquarters Vision Internet Providers, Inc. 2530 Wilshire Blvd., 2nd Floor Santa Monica, CA 90403 310-656-3100 888-263-8847 toll free 310-656-3103 fax Qualifications Vision Internet focuses on serving the needs of local governments like Monona, enabling them to be more effective and efficient while improving service. As a result, we have emerged as the national leader in serving government agencies. When selecting a company to partner with for your website development there are many factors which come into play. In addition to our unparalleled customer service, Vision Internet rises above the competition in the following ways. When choosing a partner to develop your website with, make sure they meet the following high standards: • Highly Relevant Experience • Unique Solutions Based Upon a Strategic Approach • Broad Technical Expertise • National Scope Highly Relevant Experience Vision Internet has extensive experience serving government agencies with populations ranging from towns of less than one thousand residents to cities and counties of several million. We serve all levels of government agencies, educational institutions and non-profit organizations, including websites for cities, counties, state and federal agencies, special districts, economic development departments, transit, performing arts, workforce development, environmental services, tourism and visitors bureaus, and more. Below is a sampling of our clients: • Boone County, IA • City of Evansville, IN • City of Mill Valley, CA • City of Ames, IA • City of Grand Island, NE • City of Millbrae, CA • City of Ankeny, IA • City of Hamilton, OH • • City of Atlanta, GA • City of Jacksonville, AR City of Monterey Park, CA • City of Birmingham, MI • City of Janesville, WI • City of Montgomery, AL • City of Carmel, IN • City of Lexington, NE • • City of Crystal Lake, IL • • City of Dana Point, CA City of Maryland Heights, MO City of National City, CA • City of Newport Beach, CA Page 4 • City of Plymouth, MN • Fond du Lac County, WI • Vanderburgh County, IN • City of Roanoke, VA • • Village of Barrington, IL • City of San Francisco, CA Glastonbury Alcohol and Drug Council, CT • • Village of Elk Grove, IL Hancock County Employment Resource Center, OH • Village of Hoffman Estates, IL • Village of Lisle, IL • Village of Mount Prospect, IL • Village of Northbrook, IL • City of Sunset Hills, MO • City of West Des Moines, IA • • City of West Hollywood, CA Lexington-Fayette Urban County, KY • • City of Williamsburg, VA Minnesota Office of Secretary of State, MN • City of Yonkers, NY • Town of Westport, CT • Dallas County, IA • Township of Lower Merion, PA These organizations have placed their trust in Vision Internet because we have created some of the best government websites in the country. All told, Vision Internet clients have won over 200 industry awards for their websites. Scanning through our list of clients, it is easy to see that we have the experience to ensure your project’s success. Unique Solutions Based Upon a Strategic Approach Our approach is completely different than the template solutions offered by our competitors. They provide a cookie-cutter approach to government websites making your website look just like other city websites. These can never match the results of a website built for your own unique needs. Vision Internet is not simply a web design company; rather we take a strategic approach by understanding your needs first, then developing and implementing internet strategies which complement and extend your overall goals. While other firms are made up of technicians, our team members are well educated and have extensive business and government work experience in addition to their technical expertise. We are very knowledgeable in the area of strategic planning allowing us to have a better understanding of your overall challenges and objectives. We will implement a solution designed to solve your most pressing needs. Our tools and components give you the assurance of proven reliability and are designed to fulfill your most important goals. This translates into a website solution that will deliver on its full potential! Broad Technical Expertise Vision Internet is a Microsoft Certified Partner and within our team, we have extensive experience in all the technologies required to build you a world-class solution. Our core technical skills include: Web Programming: ASP.NET, ASP, HTML, CSS, XML, Ajax, JavaScript, PHP. Application Programming: C#, C++, Java, Visual Basic, IIS, and VB.Net. Database Technology: MS SQL Server, Oracle, MS Access, and MySQL. Graphic Design: Photoshop, Flash, Illustrator. Page 5 Platform: Windows Server, Linux. Infrastructure Cisco Router, Firewall, and Windows Security. Other: CMS, Web 2.0/Gov 2.0, Social Networking, e-Commerce platforms, and GIS software. Additionally, our team has overlapping skills and expertise in: • Consulting and Strategic Planning • Market Research • Usability Testing • Project Management • Project Development • Information Architecture • Database Design and Administration • Creative Direction and Graphic Design • Website Hosting and Maintenance • Section 508 Compliance (federal disabilities compliance) • Quality Assurance • Documentation and Training To learn more about our team, see The Vision Team on page 38. National Scope Because of our experience and exceptional results, we have an extensive customer list that includes clients in the states of Alabama, Alaska, Arizona, Arkansas, California, Colorado, Connecticut, Florida, Georgia, Illinois, Indiana, Iowa, Kansas, Kentucky, Louisiana, Maine, Maryland, Michigan, Minnesota, Missouri, Nebraska, Nevada, New Jersey, New York, North Carolina, Ohio, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Carolina, Tennessee, Texas, Utah, Virginia, Washington, West Virginia, and Wyoming – in addition to many government and education clients in the state of Wisconsin. With Vision Internet, you can be confident in knowing that you are working with the national leader in government website development. Page 6 EXPERIENCE AND REFERENCES From our Highly Relevant Experience on page 4 it should be clear that Vision Internet, with its hundreds of government clients and over 200 awards for government related projects, is the national leader in local government websites. As you review these project profiles, we believe you will see that Vision Internet websites stand far above others. Many of the projects incorporate multiple objectives beyond simply information for residents. It is our strategic process that uncovers the additional needs and incorporates them into a more successful solution. On the following pages are several project profiles that show a broad range of experience and capabilities that clearly demonstrate our expertise and ability to serve your needs. As you review them, you are sure to find examples that appeal to your personal tastes and preferences. References follow. Page 7 City of Plymouth, MN www.plymouthmn.gov Page 8 City of Crystal Lake, IL www.crystallake.org Page 9 Village of Hoffman Estates, IL www.hoffmanestates.com Page 10 Village of Elk Grove, IL www.elkgrove.com Page 11 City of Newton, KS www.newtonkansas.com Page 12 City of West Des Moines, IA www.wdm-ia.com Page 13 City of Plymouth, MN www.plymouthmn.gov Page 14 Fond du Lac County, WI www.fdlco.wi.gov Page 15 City of Prairie Village, KS www.pvkansas.com Page 16 References FOND DU LAC COUNTY, WISCONSIN Contact name: Scott Schmitz, Information Systems Director Address: 160 South Macy Street Fond du Lac, WI 54935 Phone number: 920-924-2416 E-mail: [email protected] URL: www.fdlco.wi.gov CITY OF PLYMOUTH, MINNESOTA Contact name: Helen LaFave, Communications Manager Address: 3400 Plymouth Blvd. Plymouth, MN 55447 Phone number: 734-509-5090 E-mail: [email protected] URL: www.ci.plymouth.mn.us CITY OF ANKENY, IOWA Contact name: Address: Phone number: E-mail: URL: Jay Eason, MIS Officer 410 W 1st Street Ankeny, IA 50023 515-965-6418 [email protected] www.ci.ankeny.ia.us Page 17 SCOPE OF WORK With Vision Internet, you are sure to receive a website that delivers on its potential. Using our in-depth consultation process, we create unique solutions tailored to our government clients’ most pressing concerns. We will build your website from the ground up with your needs and objectives in mind. Taking the time to fully understand your City and the needs of your community, we approach your project by answering these three important questions: • What is the purpose of the website? • Who is it designed to serve? • How will we know when we are successful? Based on the focus of your current website, our conversations with Leah Kimmell and our extensive knowledge of local governments’ needs, we believe the primary reasons for redesigning the website are: • Provide citizens and businesses with more timely and useful information. • Make it easier for website visitors to find the information they need. • Distribute content management and authorship to non-technical staff members throughout the City. To fulfill these objectives and reach your target audiences, we recommend: • Attractive Design: A website design that reflects the City, draws people in, and makes it immediately obvious that the website is the best place to get information and access resources. • Intuitive Navigation: Information should be easy to find with the most important information accessible from the homepage to make it easier for website visitors. • Vision Content Management SystemTM: The City should also implement a proven content management system to facilitate content updates by non-technical staff throughout the City. • Integrated Interactive Components and Features: Interactive components and features will make the website more engaging while improving usability and simplifying content updates for staff. • Integrated Web 2.0/Gov 2.0: Your new website should include Web 2.0 features such as RSS feeds, Google Maps and integrated OneClick Social NetworkingTM with Twitter and Facebook to enable more immediate, fluid and targeted communications to your audiences. • Integration of Third-Party Components and Databases: Existing web-applications and databases should be incorporated to the new website. Each of these recommendations is discussed in more detail in the sections that follow. Page 18 Attractive Design Design is important. Today, many people judge the quality of an organization largely based upon the quality of its website. These opinions are especially influenced by the initial impression of the website’s graphic design. Design ensures that site visitors will use the website as a resource; if the website is not attractive and inviting, people assume it is of little value and that it does not contain the information they need. With Vision Internet, your website will have a design that makes it stand out among cities on both a regional and national basis. The City’s website will be inviting, easy to use, and will reflect your unique identity. This will be accomplished through the following design characteristics: • Creative design that reflects your community and creative design elements that capture the essence of the City. • Highly functional layout that makes important information available from the homepage and pages throughout the site. • Photos and collages of recognizable landmarks, scenery of the City, and the local area. • Consistent look and feel throughout the site to make it easier for website visitors to navigate the site and find information they need. • Section 508 Compliance making it accessible to persons with disabilities. • Easy to use drop down menus helping users to quickly understand navigation and locate information with the least amount of clicks. • Breadcrumbs showing the user’s current path to let them know exactly where they are on the website. Vision Internet is recognized for its ability to create great designs that fulfill each of the above objectives. We have been featured in the national media and have won over a hundred awards for creating effective web solutions, including the most prestigious awards in the industry. We intend to use all of this skill and experience to create an award-winning quality website for you. Page 19 Unique, Custom Website Designs Vision Internet sets the standard for creativity and unique graphic designs. When people speak about design quality it is invariably in comparison to the work of Vision Internet. Our justified reputation for superior quality was built over years for consistently delivering pleasing designs that uniquely reflect the communities they serve while enhancing the online experience. The flexibility of our content management system allows for creative freedom in styles and layouts not available from other firms. Below are just a few examples that demonstrate the variety and excellence of our designs: Page 20 Intuitive Navigation For your website, we recommend organizing information by office/department, topic, and/or target users. Keep in mind that the average resident does not know the organizational structure of the City, nor needs to. Our approach allows users to find information in the variety of ways that are most important to them. This is a solution we use on many of our government and education websites making it easy for visitors to find information. This is because content is available through multiple “paths” making it simple for users to search the site regardless of their preferred method. We often implement Action Based Navigation which allows users to easily find a particular service or page on your website through an easy-to-use drill down menu, such as “I Want To…view an event, fill out a form, etc.” It is also easy for your staff to update and maintain web pages because of our single-source web-publishing model. It lets you update the web page one-time and multiple connected pages throughout the site are also instantly updated. This creates greater consistency while maintaining maximum usability for website visitors. Vision Content Management SystemTM For your project, we recommend our proven, Microsoft ASP.NET and MS-SQL based content management system, developed specifically for government agencies. The visionCMSTM receives accolades from both non-technical staff for its ease-of-use and IT professionals for its advanced technology and unprecedented flexibility. The browser-based system makes updating your website a breeze, whether you are in the office, on the road, or at home. If you can browse the internet, you can easily use our CMS. Staff can create or update pages, manage site navigation, and even schedule content through simple and easy to use administration screens. Timesaving features include our unique multi-calendar system, where you can add an event to multiple calendars anywhere on the site by simply checking a box. All of the website components work in the same easy fashion, making it very simple to learn. The system is designed to allow you to continually grow your website over time. While non-technical users love how easy it is to maintain the site using the visionCMSTM, IT staff appreciate its advanced technology and the unprecedented technical freedom offered by Vision Internet. Create additional templates on the fly, add custom fields to your components, or customize your administrative dashboard. The visionCMSTM offers an unmatched level of flexibility! Page 21 Interactive Components and Features In addition to the creative design, effective navigation, and easy to use Vision Content Management SystemTM, we will provide you with many different interactive components and features for managing special types of content. These offer a higher level of interactivity to your website visitors and make it extremely easy for your non-technical staff to manage website content. Website visitors can easily find the information they need and staff will be able to maintain the site with timely information. Vision Internet creates proven solutions. Included Interactive Components and Features Based on thorough analysis of your current website, we believe these components and features will most fit your needs: SITE ADMINISTRATION AND SECURITY • Audit Trail Log • Flexible Site Variable Settings • Backend Content Title Search • Image Library • Backend Dashboard • Page Template Library • Broken Link Reporter • Personal Toolbar • Content Review and Publishing • Role-Based Security • Component Manager • Scheduled Content Review • Content Scheduling • SiteMasterTM Template Builder • Context Sensitive Online Help • Submission Validation (reCAPTCHA) • Custom Fields • Recycle Bin • Departmental Page Restrictions • • Document Central Updated and Expired Content Reporting • Drag and Drop Multiple File and Image Uploading • Web Traffic Statistics • Widget-based Layout Options • Email Address Masking • Workspace • Enhanced User Interface CONTENT EDITING • Advanced WYSIWYG Editor • Table Wizard • Search and Replace • Undo/Redo • Spell Checker • User Commenting Page 22 • Style Gallery • Version Control ADVANCED NAVIGATION MANAGEMENT • Automatic Breadcrumbs • Navigation Control • Connected Pages • Navigation Redirect • Content Categories • Page Linking • Dynamic Drop Down Menus • Quick Links • Error 404 (Page Not Found) Handling • Single-Source Publishing • External Link Splash Page • Site Search (Google CSE) • Friendly URL Redirect • Sitemap Generator USER EXPERIENCE AND INTERACTIVITY • Business Directory • In-page Content Editing • Community Spotlight • Job Posts • Dynamic Calendar System • News • Dynamic Homepage • RFP Posts • Facilities Directory • Rotating Homepage Banners • Facilities Reservations • Service Directory • Feedback Form • Staff Directory • Form Builder • Sticky News • Frequently Asked Questions • Weather Update DEPARTMENT MANAGEMENT • Department-Level Administration • Department-Level Navigation • Department-Level Sitemap OUTREACH, MEDIA, AND SOCIAL NETWORKING • Agenda and Minutes Archive • GovTrack CRMTM • Audio and Video Embedding • OneClick Social NetworkingTM • Bookmark and Share • Photo Gallery & Slideshow • eNotification • Responsive Design with visionMobileTM • Emergency Alert (site wide) • RSS FeedReaderTM • Facebook FeedReaderTM • Twitter FeedReaderTM • Forward to a Friend • Google Translation Integration ACCESSIBILITY • Automatic Alt-Tags Page 23 • Dynamic Font Resizing • Printer Friendly Pages • Dynamic Reader Download Links • Table Accessibility Tools Key Component Descriptions Learn more about the features included for your project below. For highlights on several more included components and features, please see Appendix II: visionCMSTM Component Highlights on page 41. EMERGENCY ALERT (SITE-WIDE) In the case of an emergency, it is extremely important for cities to reach out to residents in the most efficient way possible. By doing so, potentially life-saving information reaches those who need it most. Notifying the City’s website users is simple with the Emergency Alert banner. The notice is easily customized and can be prepared in advance with common evacuation or shelter information. As some users may not access the website through the homepage, when activated, the Emergency Alert will prominently display across the top of the website of every page so users would not miss it. ENOTIFICATION Increase communication, draw in more repeat users, and get important information out more quickly, using our email based eNotification tool. Our tool provides a sign-up box allowing users to add their email addresses to receive important notices, and set their preferences for the eNotifications they would like to receive. Each registration is verified via a confirmation email that the user must respond to in order to complete the registration process. This same mechanism allows each user to change preferences including opting out from subscription lists. To better manage the eNotification process, your staff can see how many subscribers there are for each category, plus edit subscriber information and export the subscriber database for use in other systems. Additionally, a marketing dashboard allows administrators to track the number of sent emails and the open rate. The best part about our eNotification tool is that it also integrates with the Calendar, Job Postings, RFP Postings, and News components, giving you the ability to broadcast event and news content from your website to your subscribers. There is no need to recreate the content. This integrated approach enables your users to sign up for different types and categories of content on a single subscription page in order to have it delivered directly into their email box. ONECLICK SOCIAL NETWORKINGTM The innovative OneClick Social NetworkingTM component will allow your staff to post content to your website and to the most popular social networking sites, such as Twitter and Facebook, with one click - saving your staff precious time and helping you broadcast your news, alerts, events and other notices easily and selectively all across the web. OneClick Social NetworkingTM works by generating an RSS feed of each component, which can be connected to Twitter, Facebook and any other tool that allows importing of RSS feeds using a third party service. Our OneClick Social NetworkingTM component integrates with the included Dynamic Calendar System, Job Postings, News, and RFP Postings components. RESPONSIVE DESIGN WITH VISIONMOBILETM Your site visitors utilize a wide variety of devices to access your website, including mobile phones, tablets, and computers with large and small monitors. Fortunately, with visionMobileTM your website will detect the screen resolution of the user’s device and automatically respond, Page 24 producing a view of the site optimized specifically for that screen. This ensures your site visitors will be able to easily use the site, no matter what device they are using. SITEMASTERTM TEMPLATE BUILDER Unique to the visionCMSTM the SiteMasterTM Template Builder allows your website administrators to create and configure custom interior page layouts throughout website. Need to create a two column page that displays just news and calendar items? Have a special event that needs a unique landing page? No problem! Simply drag and drop your desired content and widgets and your new layout is set. Best of all, you can determine which department content editors are able to use individual templates, providing additional oversight. The SiteMasterTM Template Builder puts you in control and ensures you will be able to easily adapt to your organization’s changing content needs. Optional Interactive Components and Features Vision Internet creates custom solutions; therefore, we are able to offer you virtually any conceivable module or function. We believe these optional interactive components and features are most relevant to your needs: • Approval Cycle • Design Themes • Searchblox Because our content management system is so flexible, you may add these at any time in the future for an additional budget. Integrated Web 2.0/Gov 2.0 Internet technology is always evolving, and Vision Internet believes it is important for government websites to take advantage of new technologies to enable their audiences to get the information they want, when they want it, and on the device they prefer. The Vision Content Management SystemTM includes many Web 2.0/Gov 2.0 features built right in. These helpful and handy features include RSS feeds, “Bookmark & Share” links, and more. Also included are advanced tools like OneClick Social NetworkingTM which allows you to post content to your website and social networking sites with one click. We can also implement blogs, message boards, and integrate virtually any third party system you may want to include in your site. The flexibility and extendibility of the Vision Content Management SystemTM assures that it can easily adapt to new technologies that continue to emerge in the future. Integration of Third-Party Components and Databases Today, there are many advanced components for such functions as: • eCommerce and ePayment • GIS Mapping • Park and Recreation Services • Permitting • Service Requests (CRM) • Streaming Video • Others Page 25 Our content management system can easily work with these third-party systems, provided they are web-enabled. Most of these types of components can be given the same look and feel as your main website via modifications to the presentation template. For your project, we will provide you with an HTML template that vendors of these third-party components can use. We will also integrate links to these third-party components into the overall website navigation. There are many examples of where we have used this approach, including the Cities of Newport Beach, CA; Wilsonville, OR; Rancho Cordova, CA; and many others. Another approach is to create a web interface for existing third-party databases. We used this approach in displaying tax records exported from a mainframe system for Vanderburgh County, IN; crime statistics from California state databases for the City of Citrus Heights, CA; Contractor information from city databases for City of Hamilton, OH; and staff and student contact information from school databases for the UCLA School of Law. These are just a few examples of our extensive experience working with third-party databases and systems. While interfaces to third-party systems are not included within the budget, they are available for an additional fee. We will provide a firm quote for interfaces after analyzing the databases and requirements during the consulting phase of your project. Page 26 MAINTENANCE AND HOSTING SERVICES Vision Internet is a full service firm providing all the services necessary to build and maintain your website. This includes website maintenance, support, upgrades, and hosting. While other firms limit your hosting options and lock you into “one size fits all” support plans, Vision Internet takes a different approach. Below is a description of our available post-launch services and the optional maintenance packages. All-Inclusive Subscription Maintenance with visionLive TM visionLiveTM is a subscription-based, Software-as-a-Service (SaaS) maintenance plan that bundles all essential on-going services into one, set fee. The subscription approach takes the guess-work out of future budgeting by including all essential postlaunch services into a flat annual fee. The service includes: Website Hosting For over fifteen years, website hosting has been an integral part of our operations. We started our business as an Internet Service Provider (ISP) offering full service connectivity, design, and hosting. As the business evolved, we developed our relationship with CoreSite and Cogent, a global network provider, which enables us to provide comprehensive hosting solutions for our clients. We have our own co-location suite within a secure, state-of-the-art facility. Our hosting services include: • Unlimited Disk space for website files • Necessary bandwidth for website (over a 100 Mbps digital line) • Power failure equipment including battery backup • Redundant generator backup • Full climate control • Firewall protection • 24 hour monitoring • Security access via ID, fingerprint scanner, and key card • Microsoft Windows Server 2012 • Microsoft SQL Server 2012 Standard • Monthly web usage statistics reports • Fixed IP address for the website • Daily onsite backups • Guaranteed 99.9% uptime Page 27 VISIONCMSTM HARDWARE AND SOFTWARE Below are details on the hosting environment we are offering the City: Shared Server • Quad-core or Hex-core processors • 10 GB~16 GB memory per hosting virtual server • 500 GB Hard Drive per hosting virtual server • RAID 50 Configuration • Windows Server 2012/Microsoft SQL Server 2012 WEB ANALYTICS To realize the full potential of your website, you must measure its progress. The easiest way to accomplish this is to actively monitor website traffic and the content most utilized by visitors. Included with our hosting services, we offer web analytics to analyze website traffic. It presents site traffic reports in an organized and concise format, all with fullcolor graphics. By utilizing this, we are able to offer Figure 1: Web analytics provide advanced, interactive reporting. complete reports on website visitor patterns, referring sites, visitor paths, and demographics. The reports enable you to understand the website end-users, what search engines and keywords they use to find your website, the pages they access, documents they download most often, and much more. The reports also provide activity and technical statistics that contain information about the average number of visits, the least and most active days, the length of visits, the total hits, the errors found on the pages, etc. These numbers are especially helpful when trying to determine the impact various site promotions have had. The reports are made available to you over the web, and data is easily exportable to Word, Excel, and XHML. Unlimited Technical Support At Vision Internet we stand behind our clients and can provide you with the support you need. With the visionLiveTM plan, clients enjoy unlimited technical support for their websites. Typical support questions include how to perform advanced tasks, configure the system, or accomplish some organizational need in the best way possible. In all cases, Vision Internet is able to address your technical and/or operational needs. You will be assigned a service support person who will serve as your first level of support and manage any needs you may have. Continual monitoring of your site is provided to assist your staff in Page 28 finding solutions to any unexpected problems. For issues that occur after business hours, emergency staff support is provided 24 hours a day, 7 days a week. Vision SPARK Customer Resource Center At Vision Internet, we are committed to delivering excellent customer service and recognize that providing support means more than just building a functional website. This is why, in addition to our dedicated support team, our clients have access to Vision SPARK, an online customer resource center. With exclusive access to SPARK, you will be able to: • Access our collection of CMS tips, tricks, and tutorials • Submit and track your support requests with a quick click-of-a-mouse • See what other Vision Internet clients are doing with their websites • Learn about new features and components • Customize your SPARK experience You will also hear about exciting ways to upgrade your site when new features are introduced! Upgrades Technology is continually evolving. visionLiveTM ensures your website will keep pace. If upgrades to the visionCMSTM are released, they will automatically be added to all visionLiveTM client websites at no additional charge. Has a new browser been released? Has a new mobile device become popular? No worries! We have you covered. Newly Developed CMS Components Vision Internet’s product development team is continually rolling out new functionality, through ideas generated by collaborating with our clients, trends in the industry, or new innovations developed internally. We want to make sure our clients can immediately utilize these tools as they are launched, without having to wait for a budget request. That’s why with a visionLiveTM maintenance plan, in addition to upgrades, you will also automatically receive new components as they are launched.1 Free Graphic Redesign The upgrades and addition of new site features will help keep your website up to date technically, but what about graphically? It is generally recommended that websites be redesigned every three to five years, which is why we include a free redesign to all clients who maintain a visionLiveTM maintenance plan for four consecutive years. As part of the process, enjoy a refreshed layout, navigation, and custom graphic design – at NO additional cost! Maintenance and Hosting Alternatives While many companies provide one-size-fits-all maintenance plans that leave their clients with one option for how to receive on-going service, Vision Internet is different. Not sure if a hosted, SaaS plan is a good fit for you? See our alternative maintenance plans below. If you don’t find one that suits your needs, let us know and we can work with you to create one that will. 1 Does not include new features that require design customization to implement. Page 29 On-Premise Subscription Maintenance with visionLiveTM Would you like a subscription-based maintenance plan, but would prefer to host your site inhouse? No problem! With our On-Premise Subscription Maintenance option, you will receive all the maintenance and support services outlined above in the hosted visionLiveTM plan, but will be able to host the site on your own servers. Hourly Maintenance Plan As an alternative to our subscription plans, the City can choose to add an Hourly Maintenance Plan. With this approach, you would purchase a defined number of support hours per month. Unused hours will automatically roll-over from month-to-month, accumulating over time. These unused hours can be applied to purchase any service offered by Vision Internet, including refresher training, upgrades, new features, or system enhancements, thus ensuring your website remains current and fresh. Developer Plan If the City has talented .NET developers on staff and is interested in an enterprise solution, Vision Internet offers a Developer Plan. This approach includes a full copy of the source code, a copy of the SQL database used by the visionCMSTM, a perpetual license for the City to modify code for your own use, a user guide and technical guide, and on-site technical training with a Vision Internet developer to learn about the CMS code. This plan will equip your developers to modify the code and make customizations as needed. Let us know if you are interested in exploring this option and we can provide a pricing estimate for you. No Maintenance Plan The City can also opt to have no on-going contract and simply pay for support and maintenance services as needed. This option can be utilized by clients who host with Vision Internet or host in-house. Don’t see an option that will work for you? We can discuss additional options with the City and create a plan that will suit your needs! Page 30 THE VISION PROCESS The Vision Process is the result of long-term, dedicated staff that have built and refined our strategy for over fifteen years. The original creators of the process train all our project managers and oversee each and every project; ensuring excellent results every time. We have been fortunate to enjoy the loyalty of long-term staff and feel our clients truly benefit from their experience and expertise. In fact, our process has led to many innovations that have since become industry standard. Included in the scope of your project is our standard consulting service where we collaborate one-on-one with your internal project manager through conference calls and online meetings. Alternatively, we can come onsite for an additional fee of $4,860 which includes onsite consulting with your project manager and project team. During the onsite meeting we can gather requirements from multiple stakeholders and guide the group to consensus via group discussions. All travel expenses are included. Each stage of our six-step process includes formal review and approval points ensuring that the final result meets your expectations. This process ensures you will not reach the end of the project and be unhappy with the results. We assign a project manager who is your single pointof-contact. This makes it easier for you and facilitates better communication between team members. Our project manager will communicate with and coordinate all Vision Internet resources including designers, information architects, programmers, and other team members. Some firms require you to communicate your needs to each of these independent resources, taking up your valuable time. The six stages of the Vision Process are explained in the sections below: Stage 1: Vision Stage In the Vision Stage, we work with you to create the vision for your website now and for the future. The Vision Stage emphasizes the objectives of the website and how it supports your overall organizational goals. This vision then guides each subsequent step in the process. To create this vision, we will: • Prepare and review a survey document which will focus on goals and objectives. • Review your existing website and those of similar cities. • Study examples of other websites you like. • Review project goals and timeline. • Collect content and materials for the new website. The heart of this stage is defining the vision for the project, setting goals, and timeline to ensure the project’s success. Stage 2: Concept Stage In the Concept Stage we realize the vision through: Page 31 • Defining the navigation strategy. • Review and recommendation of interactive components and features to ensure streamlined navigation through special types of content. • Creation of a homepage layout wireframe that shows the placement of key information and dynamic content. The Concept Stage will conclude with your satisfaction and approval of the homepage layout wireframe. Stage 3: Design Stage In the Design Stage our team continues with the graphic design for your homepage. Our creative ability and expertise allows us to develop a compelling graphic design while maintaining its usability. We work closely with your staff to establish a look and feel that reflects your community. Our world-class designers take the time to create a truly professional design that incorporates graphics, photos, fonts, colors, and other design elements that fit together to create a stunning, harmonious design. For examples of our design work, please refer to page 4. We create a unique homepage design concept based upon your direction and input plus do all revisions as necessary. The Design Stage will conclude with your satisfaction and approval of the homepage design comp. Stage 4: Development Stage During the Development Stage the process continues as we create the interior page design then program the website. Development includes implementation of the Vision Content Management SystemTM and integration of the interactive components and features. Quality is ensured by our extensive experience, testing, and the proven visionCMSTM. Included in the scope of your project is the content migration of up to 50 pages into the new website. We can provide guidance on the best practices for web content writing and will train your staff on the best approach for migrating additional content. Alternatively, at your request we can provide a price quote to migrate additional pages. Migration is not a simple cut-and-paste process. As part of our migration service, we review the formatting and layout of each page, reformat it using the new site’s design styles, and lay it out in a way that conforms to industry best practices for impact and readability. For more information about the visionCMSTM, please refer to page 21. Stage 5: Quality Assurance, Documentation, and Training Stage While quality assurance is an integral part of every stage of the project, in the Quality Assurance, Documentation, and Training Stage we: • Perform extensive functional testing. • Review content. • Create a custom training manual that incorporates actual screenshots of your site. • Provide administrator and content editor training. For your project we will provide our web-based training. This train-the-trainer approach teaches your project manager how to use the site for content editing in addition to detailed instruction on advanced administrative functions including system configuration, system maintenance, reporting, and strategies for future expansion. Alternatively, onsite classroomstyle training is available for an additional fee of $3,290 for the first day and $1,250 for each Page 32 additional day – inclusive of travel costs and travel time. Classroom-style training is in two sessions. One for your staff members on content editor training and the other session for advanced administrator training. You would simply need to provide a location with computers and internet access and we recommend up to ten people per session. Typically one or two days are adequate since our system is so easy to use and comprehend. Note that the central online reference incorporates screenshots from the visionCMSTM, making it easy for staff to understand and use. It is an excellent reference for new staff to use as well. Stage 6: Launch Stage In the Launch Stage, the website is moved to the production server. Our launch process includes the installation of necessary software, making configuration changes, and transferring code and content. Once transferred, we again go through the final quality assurance process to ensure the site transferred correctly plus do a final check for broken links, Section 508 compliance, and others. The site will be available to the public upon your final approval. Post Launch Services Once your website has launched, Vision Internet will continue to offer support for your website. This includes access to our SPARK Customer Resource Center and our visionLiveTM subscription service. Please see page 27 for details on these services. Project Schedule The table below shows our recommended development and launch schedule along with a list of key deliverables/milestones. We can, however, work with you to find a way to shorten the schedule if you require. Implementation Step Avg. Duration Vision Stage • Initial kick-off call with Monona’s project manager • Survey preparation and review • Review project goals and timeline 2 – 4 Weeks Concept Stage • Define navigation strategy • Homepage layout wireframe 2 – 4 Weeks Design Stage • Unique, custom graphic design • Custom icons, buttons, screen elements, and backgrounds • Homepage design comp 3 – 4 Weeks Development Stage • Implementation of visionCMSTM • Integration of interactive components • Migration of up to 50 pages of content Page 33 4 – 9 Weeks Implementation Step Avg. Duration Quality Assurance, Documentation, and Training Stage • Final testing • Customized training manual • Web-based training 2 – 3 Weeks Soft Launch & Final Launch • Move website to production server • Completed website • Website goes live Total estimated time to launch 2 Weeks 15 – 26 Weeks * The schedule may vary depending on additional components and participant decision times. Some stages may overlap, which can reduce the total time of completion. Page 34 INVESTMENT PROPOSAL Due to our extensive experience creating government and education-related websites and implementing content management systems, we are able to offer Monona a unique solution at a cost normally associated with the canned solutions that many of our competitors provide. We are certain that in reviewing this proposal, you will realize Vision Internet clearly stands out above the competition and is the best choice for guaranteed results. While our bid may not have the lowest initial investment, many times we are lower over the life of the website because we do not have required ongoing fees. Our clients tell us that we provide the best overall value. It is our extensive experience, attention to detail, and commitment to quality that makes the difference. While there are many imitators, only one company delivers a website with Vision. Included Services Website Development The budget below includes consulting, project management, graphic design, training, and our content management system, as well as all of the components and features listed on page 22. Services Hours Rate per hour Budget Consulting 32 $135 $4,320 Project Management 28 $135 $3,780 Design 34 $125 $4,250 Design Production 18 $95 $1,710 Dynamic Programming 28 $135 $3,780 HTML Programming 14 $105 $1,470 Content Migration 17 $85 $1,445 Quality Assurance 14 $105 $1,470 Training/Documentation 14 $125 $1,750 Total $23,975 Other Discount $4,000 Final Budget $19,975 All-Inclusive Subscription Maintenance with visionLiveTM As described on page 27, we are offering the City our visionLiveTM subscription service, allowing us to significantly improve the value of our post-launch services. For a low annual subscription rate of $6,000, we are able to provide maintenance, unlimited hosting services, upgrades for Page 35 the visionCMSTM, newly developed CMS components and a free redesign after four years of visionLive™ service2. Optional Services Depending upon your needs and available resources, you may opt for these additional services. They are not required to create a high-quality, successful project. Details are provided in the Vision Process outlined on page 31. Optional Services Budget $4,860 Onsite consulting • Onsite consulting and brainstorming sessions • Requirements gathering from project team • Creation of survey • All travel expenses $1,445 Content migration – per 50 pages • Content formatting • Uploading related documents and images • Reduced pricing for quantities over 250 pages $3,290 Onsite training program • One day onsite training • Classroom style content editor training • Advanced administrator training • All travel expenses Optional Components and Features On page 25, we outlined a number of component options. You are in no way obligated to accept these recommendations; we offer them to demonstrate our forward thinking. Below is pricing for these options: Optional Component Budget Approval Cycle $4,630 Design Themes Cost for first Design Theme $2,490 Cost for each additional Design Theme $1,625 Searchblox $2,550 2 Does not include updates to configuration, content, or formatting among other restrictions; does not include new features that require design customization to implement. Page 36 Maintenance and Hosting Alternatives If you are not interested in the visionLiveTM plan, we offer a number of alternatives, as outlined below. Additional details on each plan are provided on page 29. Plan Budget On-Premise Subscription Maintenance with visionLive TM $600/month $110/hour3 Hourly Maintenance Plan Hosting Only (with no maintenance plan) $200/month Additional Information Included Warranty All programming code within the project developed by Vision Internet is warranted for a period of one-year from the date of completion. We will create a backup of the website when it is completed. If any problem arises while you are maintaining the site, we will be able to restore the site back to its condition as it existed at the time of completion. If we are maintaining and hosting the site, we can restore it to its condition as it existed at the day of the last backup, should a problem arise. In our over fifteen years of business, we have not had any significant problems arise, due to our extensive quality assurance process and technical expertise. Terms and Conditions Vision Internet agrees to perform the services at the prices quoted in this proposal. This quote is valid for 180 days. Ownership and Intellectual Property The City will retain all ownership of design, images, content, photography, illustrations and graphics. Vision Internet will grant to the City a non-exclusive and perpetual license to use the Vision Content Management SystemTM and Interactive Components and Features (visionCMSTM). Vision Internet will retain ownership of the visionCMSTM. 3 Discounts available for plans greater than seven hours per month. Page 37 CONCLUSION By implementing your new website as we propose, the City of Monona will take a significant step forward in its ability to serve its citizens. The website will incorporate our advanced content management system and creative design to enable users to get the information they need when they need it. It is our experience, creativity and our attention to our clients’ unique needs and identity that allows us to create award-winning quality websites. Just as we have done for cities and counties in 39 states, we aim to do the same for you. We are very excited about the opportunity to direct our creativity and technical expertise in creating a unique solution for you and your community. We are confident that our consulting, graphic design, programming, and client support expertise will result in the innovative website you are looking for. As we move ahead with this project together, we look forward to providing you with the highest quality and most innovative services available. Respectfully submitted, Leon Rogers Adam Isern National Sales Director, Vision Internet Providers, Inc. Regional Sales Manager, Vision Internet Providers, Inc. Page 38 APPENDIX I: THE VISION TEAM Every member of the Vision Internet team brings years of experience and ability to any project they work on. For your project, we will assign one of our highly skilled Project Managers who will work with our lead Project Managers on developing your website. We will also assign our inhouse developers and designers, who have experience creating award winning websites for other government projects. Biographies of key staff are provided in the following section. • Kristoffer von Bonsdorff – Lead Project Manager • John Vu – Senior Developer • • Gabriela Lifshitz – Designer Jay Ding – Manager of Technology • Natalia Cudlip – Designer KRISTOFFER VON BONSDORFF – PROJECT MANAGER Mr. Bonsdorff has years of experience creating website solutions tailored to the specific needs of clients. Prior to joining the Vision Internet staff, he managed his own website development firm which helped clients develop website solutions, solve system/server issues, and provide other IT support services. He has also previously provided IT services, acted as systems administrator, and provided consulting for other educational and private institutions in the past. Mr. Bonsdorff has worked on projects for the City of Healdsburg, CA; the City of Goleta, CA; City of Shoreline, WA; City of Cupertino, CA; City of Rohnert Park, CA; Lexington-Fayette Urban County Government, KY; the Town of Chapel Hill, NC; and Virginia Highlands Community College, VA. Mr. Bonsdorff has attended Folkuniversitetet and Nacka Gymnasium in Sweden where he studied computer science. Roles Served: Consulting and Project Management. JAY DING – MANAGER OF TECHNOLOGY Mr. Ding uses his extensive knowledge and experience in web-technologies to lead Vision Internet’s development team and set the technical direction of the company’s development. He is a senior web programmer and lead product manager skilled in HTML, ASP, JavaScript, and Cold Fusion. He is also an authority in Section 508 accessibility issues. He excels in database design, development, and information architecture. He uses these tools to create kiosk, content management, and e-commerce solutions using Microsoft SQL Server and Oracle databases. His programming skill set also includes C++, Java, Pascal, and Visual Basic. He is an expert in content management including third-party Microsoft CMS and Stellent, plus he led the development of the Vision Content Management SystemTM. As a senior project manager, he has extensive experience in managing complex projects which deliver sophisticated websites for Vision Internet’s clients including the City of Palm Desert, Cucamonga Valley Water District, City of Buena Park, Los Angeles County Ford Amphitheatre, the Palm Springs Unified School District, the California Junior Chamber of Commerce, Port of Los Angeles, the City of Lynchburg, Columbia County, Round Rock Independent School District, the City of Englewood, and Accessible Activities, for whom he developed a content management solution for a blind webmaster. Page 39 Mr. Ding earned a Master’s degree in Information Systems and an MBA from Katz Graduate School of Business, University of Pittsburgh. He is a Microsoft Certified Professional and has been part of the Vision Internet team since 1999. Roles Served: Product Management, Architecture, and Programming. Consulting, Project Management, Information JOHN VU – SENIOR DEVELOPER Mr. Vu is a truly exceptional programmer and serves as the primary developer of our content management and e-procurement systems plus developed many of our most advanced and innovative interactive components. Projects include sites for the City of College Station, City of Diamond Bar, City of Evansville, Dallas County Community Colleges, Greenbrier Convention and Visitors’ Bureau, and many others. Mr. Vu specializes in Visual Studio, .Net languages, and Microsoft Content Management Server. He can be found in the office day and night developing his latest “masterpiece” in any number of languages including ASP, ASP.NET, C#, C++, SQL/Transact-SQL, and MySQL. He is also an expert in JavaScript (both server and client), VBScript, HTML, XHTML, DHTML/CSS, Visual Basic (COM), and XML. Mr. Vu earned his Bachelor of Arts degree from UCLA and is a Microsoft Certified Professional. Roles Served: Programming and System Design. GABRIELA LIFSHITZ – DESIGNER Mrs. Lifshitz is a highly creative designer that brings a unique eye to the Vision Internet team. Her intuitive understanding of design balance has helped her to effectively transform a number of websites from chaotic to cohesive. She has created and refined successful designs with clients such as the Boone County, IA; Burbank Unified School District, CA; and the City of Newton, KS. She is currently working on projects for the City of Bartow, FL; Odessa Police Department, TX; Imperial Irrigation, CA; Dorchester County, SC; Pittsburg Delta View Golf Club, PA; City of Rosenberg, TX; and Sweetwater Authority, CA. Mrs. Lifshitz holds a Bachelor’s degree in Design from Universidad Iberoamericana, Mexico City. Roles Served: Graphic Design. NATALIA CUDLIP – DESIGNER Mrs. Cudlip brings a fresh perspective to government design. Her expertise in creating eyecatching, user-friendly designs makes her a strong member of the Vision Internet design team. She helps Vision Internet clients create designs that focus on the unique branding efforts of their individual communities. Mrs. Cudlip has created and refined successful designs for the City of Park City, UT; District of West Kelowna, BC; City of Palm Springs, CA; Town of Chapel Hill, NC; City of Dana Point, CA; Lexington-Fayette Urban County Government, KY and Eagle County Schools, CO. Mrs. Cudlip holds a Bachelor’s degree in Art with a Computer Animation focus from California State University, Los Angeles and a Computer Graphic Design certificate from Santa Rosa Junior College. Roles Served: Graphic Design. Page 40 APPENDIX II: VISIONCMSTM COMPONENT HIGHLIGHTS The visionCMSTM is the most advanced government-focused content management system available. In addition to the plethora of functions that simplify administration and save staff time, the visionCMSTM includes interactive components and features essential to serving your website visitors. Customization of the Vision Content Management SystemTM includes the frontend graphic design and layout as well as adding or subtracting fields for your specific needs. Additional components and customization can be added during development or after launch for an additional fee. Descriptions of the Interactive Components and Features are subject to change. Our clients appreciate the flexibility that this level of customization provides over the cookiecutter offerings of our competitors. Included Interactive Components and Features This section highlights several of our included interactive components and features that are included in the scope of your project. For a complete list, please refer to page 22. Bookmark and Share The Bookmark and Share component is a Web 2.0 feature that helps you spread your content across the web. It makes it easy for website visitors to bookmark and share your content among their favorite social destinations on the web. This tool allows website visitors to share your content with popular social networking and news sites including Facebook, Twitter, Delicious, Digg, Reddit and MySpace. Business Directory One way to promote local businesses is the use of a Business Directory in the City’s website. This supports local industry and businesses by increasing their ability to reach a national/international market while at the same time making residents more aware of them. When you list businesses on your website, their individual websites may receive higher placement in search engines because of your link to them. The Business Directory is an interactive index of local businesses. Your staff can post a business’s name, description, location, contact information, links to their sites, and, if available, a graphic (i.e. logo or photo). Users would then be able to browse an alphabetical listing of these businesses or filter the directory based upon Figure 1: Subdirectory shows local restaurants. Page 41 categories you define. Additionally, businesses will be able to submit their information through the website and maintain their information over time. All submitted information must be approved by a website administrator before being made public on the website. Connected Pages Content on your website may be relevant to different departments, and thus may need to appear in different navigation areas throughout the site. Connected Pages, unique to Vision Internet, allows you to create multiple instances of any web page and place them in different areas of the website. Changes made to any instance of a Connected Page are reflected immediately across all other instances, saving your staff precious time and eliminating duplication of effort, while keeping information on the website consistent and easy to find. Department Management Key components on your website, including the dynamic Calendar System, News, Frequently Asked Questions, and Job Postings, are setup to allow end-users to filter through content by department. Additionally, your departments can choose to display their department-specific items on their own custom pages. For example the Parks and Recreation department can have their own events on their own calendar. To provide consistency throughout the site, these department settings are managed in onecentral location similar to the Component Category Manager. The Department Manager allows your website administrator to add unlimited departments, rename existing department names, and delete any unused departments from the list. Any change made from this component will automatically be reflected on all department functions throughout the website. Instead of limiting you to a certain number of department entries, this component empowers you with UNLIMITED potential as you maintain your website now and in the future. Drag and Drop Multiple File and Image Uploading Easily add documents and images to the website with the drag and drop function, available in the Document Central and Image Library. Select individual files, or entire folders of content for simple administration. Once you upload, files can be used in any component throughout the CMS. Dynamic Calendar System Interactive calendars are a staple of local government websites and are an essential tool for your site’s success. The Dynamic Calendar System can be used to improve attendance at your events and meetings by making it easier for users to find the types of events important to them. The Dynamic Calendar System allows staff to create calendars for any department or category your staff chooses. These calendars can share events, preventing duplication of effort. Calendars can be implemented in a userFigure 2: Use the Dynamic Calendar System to find meetings and events quickly. Page 42 friendly monthly or yearly format. To assist users further, your website’s Calendars will have filtering tools that allow them to find information by month, category, or even departments. This makes it quite easy to locate specific information. Our Dynamic Calendar System contains a number of advanced functions including: • Recurring events function • Automatic archiving • Integration with eNotification component • Ability to create and assign filtering categories to events • Ability to restrict use of categories by specific staff • Ability to control which events to include on the homepage of the site • Ability to insert calendar pages anywhere in the site navigation • Ability to apply different calendar formats including standard monthly calendar and a listing of events • Add to my Outlook, Google, and Yahoo calendars link • Automatic event address link to Google Maps for driving directions • Automatic RSS feeds NOTE: With the eNotification component, calendar events may also be broadcast to subscribers via email. Facilities Directory The Facilities Directory provides citizens with a listing of all types of facilities in the community. Site users are able to search the listing by type (such as parks, recreation centers, and schools) amenities (such as swimming pool, meeting rooms, and kitchen), and capacity. Because the tool is designed to list all facilities in the community, it has a registration form where organizations can put in the necessary information about the facility they have available. Entered information does not become live on the website until after review and approval by your designated administrator. Facilities listed on the directory can also be added to a Google map of your area, providing website visitors with a visual guide to City amenities. Figure 3: Locations listed on the Facilities Directory can be posted onto a Google map. Facilities Reservations As an additional function of the Facilities Directory, your users will be able to reserve facilities online, making it more convenient for your visitors and residents who are trying to plan events. Page 43 With the Directory implemented with maps and reservation capabilities, your website will become a one-stop location for finding and using City amenities! Forward to a Friend What better way to build traffic to your website than through the Forward to a Friend component. In content rich websites like yours, people will often find information they want to share with others. With the Forward to a Friend component, you can easily forward a page of interest to a coworker, friend or colleague. Additionally, the interactive components will automatically have a link for forwarding to a friend. The simple form asks for both the sender and recipient’s email addresses and, if they care to, allows comments to be sent with the page link. The recipient will receive a short email from their colleague directing them to a specific page on your website. This component empowers your online visitors to share information from your website that they find particularly useful. Frequently Asked Questions Frequently Asked Questions (FAQ) are a website staple that visitors have come to expect. While traditional FAQs consist of long lists of questions that may overwhelm users, our component provides a simple and easy way for them to find the information they need. Website visitors are able to browse the list of questions (and answers) by categories you define. Multiple categories may be assigned to each question so that your visitors will be able to find answers based upon the category that best matches what they are looking for. Your staff will also love the feature Figure 4: The centralized interactive FAQ makes it easy because our component presents a to find info, while backend tools make it simple for staff. much simpler solution to creating FAQs. Questions and their associated answers are submitted through a simple and centralized interface. Our component does the rest! Friendly URL Redirects The Friendly URL Redirect component allows you to change the address of any page on the City of Monona website to www.cityofmonona.com/__________. For example, with the Friendly URL Redirect component you can change the address of the Calendar to www.cityofmonona.com/calendar, which is much more user-friendly than www.cityofmonoa.com/index.aspx?page=16. govTrack CRMTM It is important for Cities like Monona to provide their residents with advanced features for requesting services online, saving both your users and your staff time. Vision Internet can implement our advanced govTrack CRMTM for your website. Page 44 Your residents will be able to make service and information requests based on categories defined by the City. Users can also send comments and files (such as photos of a street lamp requiring maintenance, graffiti that needs to be removed, etc.) to the case processor so that they will have a clearer idea of the work that needs to be done. These requests will be automatically routed to the appropriate case processor and a confirmation email will be sent to the user. Passwords provided to users will allow them to log-in and track the progress of their request throughout the process. Users will also receive emails updating them on their requests. Additionally, because govTrack CRMTM is integrated with the included Frequently Asked Questions component, your users will also be able to check for common solutions to their problem before sending it to the City. Assigned case processors will be notified of service requests by email. After logging-in, an easyto-use queue will show them a list of pending requests, including highlighted overdue projects. Either City staff or a contractor can be assigned as a case processor and receive service requests; since requests do not need to be accessed via the Vision Content Management System, you do not need to worry about granting access to the website’s backend to non-City employees. Image Library The Image Library is a centralized place where all images used in the website are stored. This saves space because only a single version of each image is used on the entire site. This also provides greater control, as you can restrict the ability to add new images to specific staff members within your organization. Images remain archived when deleted to prevent accidental broken links within the website while the content management system tracks all pages using individual photos to make it easier for you to replace images in individual pages. The Image Library also incorporates several components that make managing images much easier. They include automatic scaling and sizing of photos to the maximum size recommended for your website plus automatic alt-tag insertion for images added to pages to ensure future Section 508 compliance. Job Postings Job Postings is one of the most popular types of content on local government websites. By posting jobs within the site, you are both attracting possible candidates and averting the flood of telephone inquiries about positions that do not exist. This, of course, keeps your administrative costs down. Our Job Postings component makes posting jobs a snap. Your HR staff fills out a simple form Figure 5: Users can filter for jobs of interest. with fields such as position, department, salary, and benefits. Staff can schedule when postings go live on the website and when they expire, thus simplifying the process and reducing your administrative time and costs. Page 45 To make it easy for users, postings can include interactive components for filtering available positions by category, type of position, posting date, and salary. As is normal for all our components, your staff is able to define the categories or classification of Job Postings. NOTE: With the eNotification component, job postings may also be broadcast to subscribers via email. News By posting news on your site, you will improve communication with your target audiences. Our experience is that news can take many forms, including press releases, feature stories, and “what’s new” content. With our News component, each of these types of news can be implemented onto a single section of the website or have their own separate area. To ensure usability for website visitors while providing simplicity for staff, news content is automatically moved to an archive section at a predefined interval after publishing. Website visitors can also browse the archive by category. This is a great way to provide a historical archive while making site administration easy. Additionally, RSS feeds of news items are automatically available to website visitors. Figure 6: News items are easy to find from a centralized location. NOTE: The News component integrates with eNotification for broadcasting information to subscribers via email. Photo Gallery Nothing spices up a website like pictures. With our Photo Gallery component, your website visitors can browse through images of your beautiful city and its exciting events. Users can view photo albums defined by your staff, and either look at images via thumbnails or a slide show. Simply upload the image from the Image Library to the new album and add a caption; thumbnails are created and added to pages based upon the predefined template. What a great way to save staff time while livening up your website! RFP Postings To make future Requests for Proposals simpler, easier to manage, and more cost effective, the website can include an RFP Postings where they can be posted along with amendments and updates. Potential vendors can download RFPs in a PDF format. Because RFPs are time sensitive, you can schedule when the RFP posting would be live on the website and when it would be removed, thus ensuring your website is kept up-to-date with minimal staff time required. Additionally the RFP Postings can be integrated with our eNotification system to alert users by email. Page 46 Rotating Homepage Banners Rotating Homepage Banners is a great way for you to mix up the design on your site, and ensure that your homepage always looks fresh and inviting. You can easily change the images at any time, and each rotating image can be set to link to a different page on the site, allowing you to use the banner area to highlight special features, events and services. This makes it a great marketing tool for your city! Figure 7: Rotating Homepage Banners keep the website looking up-to-date. RSS FeedReaderTM In contrast to our RSS Feeds feature, which allows users to syndicate content from your website to their readers such as My Yahoo, iGoogle, My MSN etc., the RSS FeedReader allows you to syndicate content from other websites into your website. Syndicated content can vary and be selected by you to include feeds about your overall organization or individual departments, making your website more comprehensive and up-to-date. RSS Feeds RSS (Really Simple Syndication) Feeds keep local residents, potential visitors, and other subscribers up-to-date on important news, events, and announcements from your website. Users can subscribe to your website and receive automatic updates in their RSS readers, mobile phones and personal homepages (such as iGoogle, My MSN and My Yahoo!) as a convenient way of remaining current on community events. Service Directory Key to serving your community is making it easy for them to find the services they need. While we generally recommend organizing information by topic or service in addition to by department and target audience, the interactive Service Directory allows users to filter or search a list of services by category, department, and keyword, thus simplifying the entire process. For each service in the directory, you can provide a title and description plus associate the service with contacts in the Staff Directory. Page 47 Staff Directory It is often difficult for website visitors to find the correct person to contact in a government agency. However, the useful Staff Directory component greatly simplifies this search. It can list all staff persons, departments, even related agencies and partners, along with their contact information and description of their role or area of specialization. Your website users will love the convenience, simplicity, and accessibility; they can easily filter the list of staff based upon name, department, or other criteria determined to be important to them. Figure 8: Staff Directory allows users to interactively find staff contact information by department or name. Additionally, your staff will be pleased that they can make their email addresses available to others without exposing their contact information to spammers. Our component “masks” email addresses so that email-harvesting software used by spammers cannot automatically extract them from your website. Updated and Expired Content Reporting This handy administrative feature provides website administrators a snapshot of website activities. An initial search can display expired content, created or updated content, then can be further filtered by content type or by department. Need to quickly find out what section of your website hasn’t been updated for a while? Curious to see which department has been most actively creating new content? The Updated and Expired Content Manager makes website oversight easy! Version Control The Version Control feature lets site administrators save multiple versions of any page on the website. This provides for easy restoration of site content in the case of an unintended edit or delete. Additionally, if content changes seasonally, multiple versions can be queued up and ready to go – then published with a single click! Page 48 Optional Interactive Components and Features In addition to the included interactive components above, we can also offer you a number of additional features. Below are details on some of these options. Please note that because our content management system is so flexible, you may add these at any time in the future for an additional budget. Approval Cycle For websites where content authorship and updates are distributed throughout an organization’s departments, it is helpful to implement the Approval Cycle where content updates and changes do not go live on the website until one or more persons have approved them. Our clients find that having the Approval Cycle allows website maintenance to be delegated while ensuring consistency throughout the site. This eliminates errors and the posting of inaccurate content. Our Approval Cycle allows you to segment the management of content by groups of users (such as departments), in addition to types of content as determined by the interactive components. Unlike most content management systems available today which restrict you to only two-step workflows such as authoring and publishing, the visionCMSTM is extremely flexible allowing you to define as many workflows as you require with as many steps in the approval as you deem necessary! As your work requirements change overtime, you will want the flexibility and scalability of the visionCMSTM to customize your current and future approval process needs. Design Themes The Design Themes tool allows you to give subsections of the website their own unique look and feel while providing overall navigational and page layout consistency for your website visitors. The navigational and page layout consistency will make navigating the site easier for your users; the structure will remain the same throughout the website. At the same time, however, by being able to apply different graphic designs and color schemes to different sections, you can incorporate distinct branding elements into a single website. To make it easy for your staff, they can simply select the design theme to be applied to the page from a list of available options that Vision Internet defines for the content management system. Page 49 Below are examples from the City of Denton website. Different templates are used for promoting branding of individual programs. Templates include unique banner collages and color themes. Navigation remains consistent throughout the site. Figure 9: The City of Denton website incorporates different Design Theme templates to support branding of individual programs. Seachblox Site users can find the specific content they need through a powerful third-party search engine. The component will search both HTML pages and documents such as Adobe PDF files and Microsoft Word documents. It will return results in order of relevance based upon frequency of search words in the page content or metadata and results can be browsed by category. Users can browse search results within different content types, like documents, event calendars, and news. Additionally, this search engine automatically indexes and categorizes all materials published on the website, including PDF, Word, and Excel documents. The search engine will support fuzzy logic and full Boolean keyword searches. This third-party software needs to be installed on the web server. Page 50 GovOffice Cost Proposal for Website Service City of Monona, Wisconsin May 9, 2013 Prepared by: Mike Chaloupka GovOffice Web Solutions 1300 Godward Street NE, Suite 2625 Minneapolis, Minnesota 55413 Toll-Free 877-564-4979, Press 3 [email protected] www.GovOffice.com Qualifications Since 2001, over 1,500 communities and organizations across North America have chosen GovOffice to be their Website technology solution. Here’s why you should, too: Large Client Base. GovOffice has been chosen by 1,500 municipalities, community organizations, and various associations in 44 U.S. states and in Canada. Unique Partnerships. 13 State Municipal Associations and the International City/ County Management Association (ICMA) support GovOffice through exclusive partnerships. GovOffice is proud to be the only vendor in the industry with this level of support by State Municipal Associations. Affordable Pricing. Discounted rates and population-based pricing make GovOffice the best option for tight budgets. Plus, we do not charge “Webmaster fees” that vary from month to month. Our pricing model will make it easy for you to stay within your annual Website budget. Microsoft Support. GovOffice is Microsoft’s preferred partner for the small to medium-sized local government Web technology market, and GovOffice serves communities ranging in population from less than 100 to over 250,000. Strong Parent Company. GovOffice is just one of several divisions of Avenet Web Solutions (www.avenet.net). Other industry-leading products by Avenet Web Solutions include NonprofitOffice, CampaignOffice, Avenet eFolio, and myHealthfolio. Plan for the Future. We have aggressive plans for continued product and service development—making GovOffice the right choice for you today and into the future! GovOffice Version 3.3 was launched in January 2013. More free upgrades to come! GovOffice Sales Office 1300 Godward Street NE, Suite 2625 Minneapolis, MN 55413 Direct Phone: 612-617-5709 www.GovOffice.com Client Testimonials "From the sales staff to the custom design staff to training and support, what an easy process! The costs involved with our new website are affordable and were geared towards our small community. The interface is user-friendly, and I do the updates in real time so that residents have up-to-date information at a moment’s notice. I’d worked with GovOffice while with another community and was thrilled to continue the relationship here with my new community. We’ve created an awesome website!" Jodi LaCroix City Recorder City of Lakesite, Tennessee www.lakesitetn.gov "I am so pleased the Town of Roseboro chose GovOffice Web Solutions for our website needs. We were looking for a website solution that could easily be updated by town employees and that was appealing to our citizens. GovOffice is that and more. The start-up cost is very reasonable, especially considering the outstanding training and customer service you receive. I recommend GovOffice for any town or city looking for an easy-to-use web solution with many features like sidebars, promotions, event planning, directories, and more. Once you get your website built, the upkeep is easy!" Alice Butler Town Commissioner Town of Roseboro, North Carolina www.roseboronc.com "You guys have done your homework and have created a very manageable Website that caters to the needs of local government. Very well done." John K. Spencer, Jr. Assistant County Administrator Appomattox County, Virginia www.appomattoxcountyva.gov Go to www.govoffice.com/testimonials to read more! GovOffice Sales Office 1300 Godward Street NE, Suite 2625 Minneapolis, MN 55413 Direct Phone: 612-617-5709 www.GovOffice.com Objectives of a Community Website How GovOffice Will Help You To improve citizen outreach, while increasing efficiency within your government office. By effectively using your Website to deliver the information your citizens want, you will see a drop in repetitive phone inquiries and walk-ins, making office staff more available for other tasks. To effectively promote your community to attract new citizens, businesses, and visitors. To provide your citizens with new ways to engage with government in a technology-driven world. A customized Web design will showcase what makes your community unique and a great place to live, work, and play. Also, create a photo slideshow of recent events and to promote economic development opportunities. The recommended SuperForms upgrade provides a vehicle for taking online service requests (such as reporting a pothole) and more! To keep citizens informed of public meetings, news, community organizations, and events. No technical skills are needed to post public documents, such as Agendas and Minutes, update events and meetings calendars, add news stories, RSS feeds, links to other Websites of interest, and more! To communicate notices of an urgent nature, information on emergency preparedness and evacuation plans. GovOffice allows immediate site access in order to post urgent notices…by your staff! In contrast, it may take several hours or days for your contracted Webmaster to complete the job. For more ideas on how to use GovOffice to develop a great Website, see the list of features on the following pages. GovOffice Sales Office 1300 Godward Street NE, Suite 2625 Minneapolis, MN 55413 Direct Phone: 612-617-5709 www.GovOffice.com A under “Standard Feature” means that feature is provided under the required charges (no additional cost). If a feature is not standard, its associated cost is listed under “Optional Feature.” Features Standard Feature Optional Feature Professional Design Access to 48 stock design template styles; customization of the design by the end user is limited to adding your organization’s name, slogan, and a footer Customized graphic Web design for a “look and feel” that is exclusive to your organization; go to www.govoffice.com/design for options, pricing, and live examples Custom designs priced at $1200, $2000, and $4200 Web Hosting and Support Up to 1 GB (1,000 MB) of stored uploads, our regular maintenance of Web servers, and your access to the toll-free Technical Support Desk Extended Storage Plan to triple the amount (3 GB) of stored uploads on your Web site Annual charge of $500 Nightly backups of Web site data at our local Tier One hosting facility Online training of the GovOffice technology and selected upgrades for staff Quick Tips within the administrative Web site and access to the GovOffice Help Site Subscription to monthly e-newsletter for any number of staff and free Web Site Tune-Up Kit containing over 75 suggestions to ensure an effective online presence Web Site Access, Editing, and Management Start-Up Package includes a move-in-ready starter site, domain name service, and a bundle of shortcut URLs; go to www.govoffice.com/startup for details Unlimited number of administrative users (staff members) on the GovOffice system Ability to limit access and administrative permissions to each user on the system Preview feature that shows how an unsaved edit would appear if it was saved and activated on the live Web site Live Site feature that allows users to switch between the live and administrative Web sites within one browser window Data storage tracker to help manage your load of Web content Audit log that shows editing activity of all administrative users Basic and Advanced Features Flexibility to name and order all navigation menu buttons Import, type, format, spell-check text (and more) GovOffice Sales Office 1300 Godward Street NE, Suite 2625 Minneapolis, MN 55413 Direct Phone: 612-617-5709 www.GovOffice.com One-time cost of $325 Features (continued) Standard Feature Optional Feature Create unlimited number of links to internal pages and external Web sites Upload, resize, position, and caption photos Online forms for questions, comments, and requests to be contacted by staff Post audio and video files Upload and name documents, such as Agendas & Minutes and your newsletters Schedule of events, including recurring events, within a true calendar display Online opinion polls with controlled responses and option to display the results Image gallery to create a Community Photo Album; includes slideshow capability Ability to add, turn on & off, and easily remove sidebars from all pages Directory, including contact information and photos, of Elected Officials and staff Post news stories with a pre-set release date for automatic display on the live Web site Display job listings with post & deadline dates and post the employment application List Frequently Asked Questions by department or the entire organization Highlight “related links” to associated Web sites without posting long URLs Directory of local attractions and links to an online map Site Map for added ease by site visitors in locating a desired section of the Web site “Last Edit” stamp that shows the date on which any Web page was last updated “Printer-Friendly” option and some flexibility in the placement of the icon Search engine that also searches keywords within uploaded documents Advanced: SuperForms module for more robust online forms, such as service requests One-time cost of $125 + $250 annually Advanced: Option for advanced users to switch to HTML mode for editing—example: to embed community videos from your YouTube Channel or Google Maps of your area Advanced: Shortcut URLs (for example, www.govoffice.com/shortcuts) for quicker and direct access to select sections the Web site—bypassing the home page entirely Advanced: Intranet capability for “staff only” areas of the Web site; accessed only by username and password Advanced: Bulk e-mail tool that allows visitors to opt-in and opt-out of receiving e-mail notifications from your government office Advanced: RSS feeds “in” from other news-related Web sites GovOffice Sales Office 1300 Godward Street NE, Suite 2625 Minneapolis, MN 55413 Direct Phone: 612-617-5709 www.GovOffice.com One-time cost of $100 per 5 shortcut URLs Breakdown of Implementation Cost Today’s Date: May 9, 2013 Customer: City of Monona, Wisconsin (population 7,600) Implementation Cost Total (Year One): $4,475 Anticipated Total Cost for Year Two: $700* License of GovOffice Version 3.3 Content Management System (CMS) $1450 one-time cost Online training session with the GovOffice Customer Service Center is included Free basic mobile version of the Website for display on Smartphones is included Annual Service Package $700 annual cost* Includes Web site hosting, unlimited toll-free technical support, weekly data backups, and maintenance of Web servers E-mail hosting is not included in the Annual Service Package Progressive Custom Graphic Web Design Service $2000 one-time cost See 3 live examples of our Progressive level design service on the next page Go to www.govoffice.com/design for general information on custom design Start-Up Package $325 one-time cost See next page for full description All costs within this proposal are valid for 60 days from the date above. Contact your GovOffice representative to request a formal Quotation for Service. GovOffice Sales Office 1300 Godward Street NE, Suite 2625 Minneapolis, MN 55413 Direct Phone: 612-617-5709 www.GovOffice.com Live examples of the $2000 Progressive level custom design service: www.ci.new-ulm.mn.us www.citylp.com www.jodaviess.org Start-Up Package—Elements include the following: An exclusive “move-in-ready starter site” that is pre-configured and optimized to save the Client time in building its first Web site or moving Web content from its existing Web site onto the GovOffice system. The starter site is identical to www.startup2013.govoffice3.com. A navigation menu is pre-built and arranged in accordance with best practices for local government Web sites. Sections, sub-sections, and corresponding items are named and programmed using the proper data templates. Placeholders are built in for quick and easy customization, and tips are provided for guidance. Pre-Launch Checklist document to help customers ensure they are maximizing the full value of their starter site. Domain Name Service 2-year registration of an official domain name (excludes .gov) with ownership transfer to the Client, or Re-direction of the Client’s existing domain name to the GovOffice servers Shortcut URLs Shortcut URLs are “section-specific Web addresses” that will take visitors directly to a particular page of the Web site—bypassing the home page entirely (for example, govofficecity.com/police will go directly to the Police Department page). 5 shortcut URLs are pre-loaded onto the “starter site” and ready for immediate use. GovOffice Sales Office 1300 Godward Street NE, Suite 2625 Minneapolis, MN 55413 Direct Phone: 612-617-5709 www.GovOffice.com Steps to Begin Service with GovOffice Request a Quotation for Service that includes all the required charges and recommended upgrades selected from this Cost Proposal for Website Service. Proceed by signing and faxing the Quotation for Service to GovOffice. Receive and process the invoice from GovOffice and submit payment. Upon receipt of payment, the GovOffice Training & Technical Support Team will contact the Client to schedule the online training session. When training is completed, the Client begins Website construction. Upon the Client’s completion of Website construction, pointing the Client’s domain name to the GovOffice server by the Support Team, and the Client’s customized design by the Design Team, the Website is ready to be deployed. Thank you for your consideration of GovOffice for this important community project. Please let me know how I can be helpful as you assess your Website technology needs. Mike Chaloupka Sales Representative GovOffice Web Solutions GovOffice Sales Office 1300 Godward Street NE, Suite 2625 Minneapolis, MN 55413 Direct Phone: 612-617-5709 www.GovOffice.com City of Monona DEPARTMENT PROGRESS REPORT Law Enforcement/Emergency Dispatch Date Ending: May 29, 2013 Patrol: We are moving along in the testing process to establish an eligibility list for the police officer vacancies. Using NeoGov we have sorted through over 160 applications. After a fitness test, written test and supervisory interviews we are down to the top 5 applicants. Those top candidates are scheduled for interviews with the Police and Fire Commission on June 3rd. It is hoped that at least one new officer will be hired on or about July 1st. We are currently 2 officers down from our full strength of 20. The Mayor has directed a staffing study be completed by an outside vendor prior to authorization of the 20th officer position (Community Relations Officer) being reviewed by the City Council. We are in the process of selecting a vendor to complete this study, which is estimated to take an additional two to three months. East Side Club Incident: On Sunday, May 26, 2013, at approximately 6:20 pm Monona Police Officers were dispatched to a reported disturbance at a wedding party being held at the East Side Club, 3735 Monona Drive. What started out as a dispute between two women in a washroom over flirting with a male relative, led out to the parking lot where one of the women almost hit her brother with her car. The brother then smashed one of his sister’s car windows with his fist, which led to additional altercations among family members that were being called in by concerned area residents. When the two Monona Officers arrived to try to establish order and sort out the details, one of the adult males failed to cooperate and actively resisted an officer. This subject was pepper sprayed and was placed under arrest by a Madison and Monona Officer. While the officers struggled with this subject on the ground he bit into the Madison Officer’s hand with his teeth and refused to release it. After ordering the subject to stop biting, the Madison Officer and the Monona Officer tried to get him to release the officer’s hand from his mouth. The group of relatives observed the officers with their older brother, so they moved in to intervene. The other Monona Officer was trying to protect the officer’s on the ground and started to use his baton to strike out at the charging crowd. This officer was pushed back almost on top of the two officers struggling with the subject on the ground and during one of his baton strikes hit the Madison officer who was directly behind him in his mouth. At this point additional units from Madison and McFarland arrived and were able to contain the crowd, however the subject on the ground continued to resist and had to be tasered several times to get him to comply with being handcuffed. Due to the size of this subject officers had to link together four sets of handcuffs in order to restrain him. The Madison Officer lost a tooth and required 13 stitches to close the wound to his mouth. One Monona Officer had bruising and a small cut to his hand. Both were treated at a local hospital and released. The main combative subject was treated at the scene for the pepper spray and tasing, and then was transported to a local hospital for a medical clearance. He was later transported to the Dane County Jail and approximately three hours after the incident started he registered a .13 BAC. The female driving the car was arrested for domestic disorderly conduct. The brother who struck the car was arrested for disorderly conduct and resisting an officer. Another brother who interfered with the arrest was charged with disorderly conduct and obstructing. The older brother who was pepper sprayed, bit an officer and had to be tasered was arrested for resisting arrest, disorderly conduct and battery to a police officer. It appears alcohol was a contributing factor to this incident. We will be following up with the East Side Club to determine the operator(s) on duty and the amount of alcohol being consumed. Memorial Day Parade: Due to the Monona Drive construction, this year’s parade route was changed to start on Monona Drive at Nichols, travel south to Femrite, then east to Edna Taylor. Sixteen officers were assigned to the parade detail. We were assisted by two interns from the Fire Department and Public Works helped by placing all the barricades near there needed positions on Friday and picked them up on Tuesday. All things considered, the parade ran pretty smoothly. K-9 Fundraisers: To help maintain our K-9 maintenance account (used for equipment and training expenses) officers have two events in the near future. Several wives ran a hot dog stand during the Memorial Day Parade located in the Edward Jones parking lot. Hot dogs were donated by Ken’s Meats and Deli. The also provided homemade baked goods for sale. The stand netted $212 towards the K-9 fund. Also, there is a K-9 Golf Outing scheduled for Sunday July 21st at the Oaks in Cottage Grove. One of the donated prizes is a new car if you get a hole in one. Town Hall Meeting: Chief Ostrenga and SRO Fogeltanz attended a Alcohol/Drug prevention Town Hall meeting at the Monona Library Media room on Wednesday, May 22nd from 5 pm to 7:30 pm. This event was organized by Family Service of Madison. We were able to attract about 6 concerned members from the Monona Grove School Board, the Chamber of Commerce and IHM for this event; which was in direct competition with the Budweiser Clydesdales delivering a case of beer to a resident on Panther Trail during the same time period. I was told the Budweiser event attracted about 300 persons. Alcohol/Drug prevention is a very important issue for this community to embrace. The group, although small in number, is determined to continue meeting and bringing this important issue to the forefront. Chief Ostrenga will forward future meeting dates to the attention of the City Council. MAJOR OBJECTIVES FOR THE COMING MONTH • • We continue to follow progress with the DaneCom radio system. The county and all the affected Municipalities (which include Monona) have been granted an extension on the narrowbanding requirement by the FCC until 12/31/13. Of all the counties in the state, Dane is the only one getting an extension due to the complexity of the DaneCom system. They are scheduled to start testing on our DPW frequency in the next few weeks. The new County Computer Aided Dispatch (CAD) system went live on April 4th. We are still unable to access Monona EMS and Fire calls dispatched by Dane County, which is something we were always able to do in the past. Correspondence to the dispatch center with our concerns continue to be unanswered. THINGS THAT NEED ATTENTION (City Administrator/City Council) • Continue to monitor the Dane County radio and CAD projects, and progress on the department staffing study. PSC COMMISSION REPORT • • The May 22, 2013 PSC meeting was cancelled due to conflicting meetings and a lack of urgent agenda items. The department is working with the city attorney to draft a sex offender registration ordinance. The next meeting will be a June 26th. City of Monona – Public Works & Utilities 5211 Schluter Road Monona, Wisconsin 53716 Phone: 608-222-2525 Fax: 608-222-9225 Website: www.mymonona.com OPERATIONS REPORT – May 30, 2013 MONONA DRIVE RECONSTRUCTION Phase III • The third phase of Monona Drive reconstruction encompasses the section of Monona Drive from Nichols/Pflaum Road north to Winnequah Road, with construction starting March 4, 2013. The City of Monona will be replacing nearly one mile of water main and sewer main during this phase. Please visit www.mymonona.com for current information. • RG Huston will be the contractor for phase III. • Private utility undergrounding has been ongoing since the fall of 2012. • Jim Foley will once again serve as the project manager for the WDOT. Brad Schultz from SCS Engineers will provide inspection and administration services for the City’s water and sewer replacement work. 2012 DREDGING PROJECT- updated • The dredging contractor, Veit & Company, has completed all lagoon dredging Phases. The sediment disposal area from the channel dredging is still very wet. The City has granted a one month extension to allow more time for drying. The landscaping will be completed once the area is dry enough to get equipment on. Homburg Contractors Inc. has started the remaining maintenance dredging at the far north end of Sumac Lagoon, which is expected to be completed by June 1st. The sediment removed from this area is being trucked off site by Homburg. 2013 GENERATOR SCREENING PROJECT • The public works committee and City Council has reviewed the generator screening plan. Staff will proceed with the recommended options for each location. Work will be completed throughout the spring and summer of 2013. Metropolitan Urban Fiber Network • MUFN – Monona’s Phase 1, including the installation of a fiber network between City Hall, Library, and the Community Center, is complete and internal switches are installed. Phase 2, including connection of the Public Works Garage to the MUFN network via Broadway, will begin this spring and be complete by fall. Future ISP provider contracts will be revisited as the MUFN network opens up more options with faster service. IT team will continue to investigate other opportunities for maximizing use of the MUFN network. PUBLIC WORKS – OPERATIONS - updated • Curbside brush chipping has started for 2013. • The yard waste site at the DPW garage is now open. • Street sweeping is underway and will continue to late November. • Tree trimming is ongoing as needed. • Street sign maintenance is ongoing as needed. • Storm catch basin grate cleaning is ongoing as needed. • Pot hole patching is ongoing throughout spring as needed. • Staff will assist with updating the documentation of the safety program in 2013. • General maintenance and repair of parks, equipment, and infrastructure will be completed throughout the spring. • The part time summer crew started the week of May 20th. GIS MAPPING • The scanning of all utility as-built drawing archives is complete. The GIS team is working with Reukert-Mielke to link all DPW Project Progress Report Page 1 of 2 5/30/2013 digital as-builts with the existing utility layers on the web based GIS system. GIS team continues to update maps for city use including the Monona Day Parade route, Utility Water Pipe Layer, Snow Plow Map, and the sign inventory layer. The GIS intern completed the 2013 sidewalk maintenance inventory and provided the survey map for use by PW team. 2013 Capital Budget Projects – updated • SCADA – LW Allen has started the Phase II upgrades. The upgrades will include new radios and antennas throughout the system, and the installation of new amp meters for the pumps at the lift stations. • Approximately 320’ of cast iron water main will be replaced this spring on Broadway Avenue near Menards. This work will occur under the MMSD project specifications. • The Cove Channel storm main outfall replacement project has been approved and will start in July. More updates on this project will be provided as we get closer to the start date. • The VFD Installation Project bids were received May 16th. This project will be presented at the June meetings. • The Fireman’s Park storm sewer repairs will occur under the shelter replacement project specifications. This project, under the parks director guidance, is now underway. • The Community Center will receive parking lot maintenance this August. All work has been scheduled and coordinated with the staff at the Community Center and Monona Grove School District. The bids for the annual street maintenance are being prepared at this time. Bids will be received in late May. • Bids are due May 30th for the 2013 Road Maintenance project. 2013 Projects Completed by Others in Monona - New • The Wisconsin Department of Transportation will begin their Yahara Bridge Deck Maintenance Project beginning May 6, 2013. Construction barrels and signage will appear the week of April 25th. The project is expected to be completed by September. There will be ramp closures at Monona Drive and at South Towne Drive. Three lanes of traffic in each direction will remain open daily from 5am – 8pm. Lane closures will take place in the evening hours, and lane narrowing and shifts will take place to accommodate the maintenance work. Please view the project page at the following link. http://www.dot.wisconsin.gov/projects/swregion/1218/index.htm • The Madison Metropolitan Sewerage District has started their new East Side Collection System Improvement Project. You will notice work taking place on Broadway Avenue near the Copps Avenue intersection. MMSD will be installing new sanitary sewer interceptor main at their Pump Station 18 site on Broadway Avenue, and on Copps Avenue in Monona. Part of this work involves laying new main under the Beltline at their Pump Station 18 location. The City of Monona will be replacing approximately 300’ of cast iron water main in this area as part of the MMSD project. For more information on this project please visit the following link. http://madsewer.org/ESInterceptorOverview.htm • Fairway Glen Apartments – the new development along Monona Drive and Gordon Avenue will require new connections to Monona utilities. The developer will be installing approximately 400’ of sanitary sewer main on Gordon Avenue, as well as new storm main and water main throughout the project site. DPW Project Progress Report Page 2 of 2 5/30/2013 City of Monona DEPARTMENT PROGRESS REPORT Erick Plumb Library Director Week Ending 6/1/2013 ACTIVITIES OF THE PAST TWO WEEKS Children’s librarian Karen Wendt conducted Winnequah Elementary class visits to the library throughout the month of May. She also visited Taylor Prairie, Nuestro Mundo, and IHM. In all, 2,000 children learned about library offerings for this year’s summer reading program – “Dig into Reading.” Visits were also made to Glacial Drumlin and the High School. Karen also successfully obtained a $500 grant from the Capital Times Kids Fund to begin a “Literacy Basics” collection. This collection will be aimed at adults and teens that read at a low level; subject matter will be appropriate for the interests of these patrons. Library staff continues to scan historical newspaper articles and photos to include in the City’s 75th Anniversary website and Facebook pages. We will host a 75th Anniversary time capsule event on June 12 aimed at kids and their families. Everyone is invited. MAJOR OBJECTIVES FOR JUNE - Launch of “Dig into Reading” Summer Reading Program on June 12 COMMITTEE REPORT See Library Board packet posted on City of Monona’s web page for details of next Board meeting and agenda. City of Monona DEPARTMENT PROGRESS REPORT __________Senior Center_______________________ Week Ending: _May 29th_________ ACCOMPLISHMENTS July newsletter started Regular Meetings: Indiv. staff meeting, Dept. Head meeting, Friends Group Board meeting, Friends Group website admin. training meeting, met with possible speaker for fall Webinar (FREE) through NCOA on social media to advance our mission Worked with Friends committee on ordering new mugs for the Senior Center with the Friends logo to work on branding who they are, their logo and adding a nice service for the Senior Center Drinking Fountain install is underway. Old fountains out, electrical updated, drywall up. Now needing to paint and have plumbers install new fountains. Worked on publicity for upcoming events – flyers distributed on ice cream socials, flag day ceremony, and armchair gallery tours Volunteer Coordination: a second regular volunteer resigned, appointments and other conflicts causing gaps in volunteer coverage allowing less time for administrative duties as more time was spent on direct service such as answering phones, maintaining group order, etc. Working to recruit new volunteers who will help fill in the gaps. Programs to Note: ROMEO breakfast group being held this Friday with speaker, Kathleen Smith Kline, author of “People of the Sturgeon”. Program Planning – booking speakers for fall months, requested pontoon boat rentals for an August trip, Associated Bank interested in doing presentation on benefits of direct deposit and volunteer in group setting Correspondence – Thank you notes, birthday cards, sympathy. WASC Fall Training –wrote a newsletter article for the quarterly publication for WASC introducing keynote and endnote speakers for conference Had craft volunteer open craft area for AAUW meeting at Community Center on their request. MAJOR OBJECTIVES FOR THE COMING MONTH Brochure update Gather known information on electronic attendance systems and coordinate Senior Commission meeting for review Family Attraction Committee meeting PUBLIC INFORMATION ITEMS City of Monona DEPARTMENT PROGRESS REPORT City Clerk Week Ending: May 31, 2013 ACCOMPLISHMENTS Completed the minutes for the May 20 City Council and Finance & Personnel Committee, May 22 special License Review Committee, and May 23 special City Council meetings. Prepared the packet and facilitated the May 22 special License Review Committee meeting. Prepared materials and staffed the May 23 special City Council meeting. Prepared forms and provided assistance for the May 21 and 22 Open Book. Confirmed East Gate Road and West Gate Road street names and street signs are correct with Dane County for 911 records. Basic duties: deposits, accounts payable, invoice distribution and coding, Operator’s licenses, staff meetings, work with Fire Chief on highway fire calls, mail building inspection forms to appraiser, compile documents and payments for mailing to EMS Medical Billing Associates. MAJOR OBJECTIVES FOR THE COMING MONTH Assist in amendment of Massage Establishment and Outdoor Alcohol Consumption Area Ordinances and related applications. Re-organize office records. Complete voter registration filing system to accommodate full-page forms. Finalize Election Emergency Plan with input from PD and Engineer. Implement changes to minutes and agendas based on information learned at the UW Green Bay Institute and the WMCA conference. PUBLIC INFORMATION ITEMS,COMMITTEE REPORT, THINGS THAT NEED ATTENTION (City Administrator/City Council): None at this time. City of Monona DEPARTMENT PROGRESS REPORT Cable TV Week Ending: May 29th, 2013 MAJOR ACCOMPLISHMENTS Replaced HS Control Room monitor (5/16) Replaced tuner for AT&T and Ustream (5/20) Installed and tested feed for Memorial Day Parade (5/21-5/22) Taped 1 trial for court (5/21) Reset and tested Media Room audio (5/23) Taped HS lipdub (5/24) Supervised Memorial Day Parade Taping (5/27) MAJOR OBJECTIVES FOR THE COMING MONTH Memorial Day Parade taping (completed 5/27) AV set-up for Graduation AV set-up for 8th grade rec. Tape first interviews for 75th video PUBLIC INFORMATION ITEMS THINGS THAT NEED ATTENTION (City Administrator/City Council) COMMITTEE REPORT The next meeting is scheduled for the end of June