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Home My WebLink AboutCity Council Packet 07-23-2002 SpecialAgenda City of Plymouth Special City Council Meeting Tuesday, July 23, 2002 6:00 p.m. Public Safety Training Room 1. Call to Order 2. Review City Internet web site redesign 3. Schedule future study sessions 4. Adj ourn MEMO CITY OF PLYMOUTH 3400 PLYMOUTH BOULEVARD, PLYMOUTH, MN '55447 DATE: July 17, 2002 for meeting of July 23 TO: Dwight Johnson, City Manager, through Laurie Ahrens, Assistant City Manager, and Dale Hahn, Finance and IT Director FROM: Helen LaFave, Communications Manager, and Jeff Hohenstein, IT Manager SUBJECT: PROTYPE WEB SITE DEMONSTRATION As you are aware, we have been working on redesigning the web site and migrating the nearly 14,000 files of information it contains. This is a large project, but we have made substantial progress. We anticipate launching the new site later this year. Prior to the launch we still have a significant amount of file migration and file restructuring to accomplish. However, the major components of the new site are largely complete — the technology component, graphic design and navigational structure. As you will recall, the Council previously approved the purchase of the web development tool we are using and reviewed the graphic design. At the 6 p.m. study session, we plan to provide the City Council with a preview of the City web site. The objective of the demonstration will be to provide Councilmembers with a chance to see the site's navigation and offer their feedback. Please keep in mind that the content areas are not completely developed. However, we will have a few sample areas to show the City Council. Also, for your information, we are attaching our policy regarding links to non -city web sites. We developed this policy so that we have standards to follow when determining whether or not to link to a particular site. The policy allows us to limit links to sites that are appropriate for a city government site while also allowing the city to link to non -city sites that are connected with our work as a city government. MEMO CITY OF PLYMOUTH 3400 PLYMOUTH BOULEVARD, PLYMOUTH, MN 55447 DATE: May 28, 2002 TO: Mayor and City Councilmembers FROM: Helen LaFave, Communications Manager SUBJECT: Web Site Design -- Preview I am working with IT Manager Jeff Hohenstein on the redesigned City web site that will be launched later this year. We are at a critical point in the development of the graphic design of the web site. I am pleased to share with you a sample of the concept for the home page banner that we are planning to pursue. While the graphic design of the web site design is not finalized, the attached will give you a very good idea as to what the main banner of the home page will look like. The banner will include photos and a series of tabs with drop down menus. Please note that the exact photos to be featured have not yet been selected. Also, the photos in the banner will change to reflect the content area that the web visitor selects. The order of the tabs and the order/exact categories of the drop down menu items have not yet been finalized. The search button is not shown on the sample, but it will be located in a highly visible place at the top of the screen. Through the web site design, we will are continuing the branding that we initiated with our flagship publication, Plymouth News, and the City Guide book. As you will note, we are carrying over some common design elements of those publications — similar colors, color coded drop down menus, and a clean, friendly, crisp design. I have attched two pages to illustrate sample drop down menus for two of the tabs — City Services and Online Forms. We are spending a considerable amount of time trying to organize our information on the web site to make sense to the customer. Toward that end, we have also added an "Especially For:" tab. The drop down menu on that tab will allow people to see information based on "who' they are — senior, general resident, building contractor, teen, volunteer, newcomer, etc. If people choose that tab, they will get a set of related links on the left side of the screen that will take them to the information that they are most likely to be interested in. I hope you are as pleased with the direction of the "look and feel" of the web site as I am. If you have comments to share with me, please e-mail me at hlafave@ci.plymouth.mn.us or call me at 509-5090. So that we can keep this project moving ahead, I would appreciate receiving any comments you may have by Friday, May 31. Cc: Dwight Johnson Laurie Ahrens Jeff Hohenstein Dale Hahn Agenda Number: CITY OF PLYMOUTH CITY COUNCIL AGENDA REPORT TO: Dwight D. Joh71IManagerCityManager FROM: Jeff Hohensteithrough Dale Hahn, Finance Director SUBJECT: APPROVE PURCHASE OF WEB SITE REDESIGN DATE: April 2, 2002 for City Council meeting April 9, 2002 1. ACTION REQUESTED: Adopt the attached resolution authorizing purchase of Web Site Redesign product and support from Midwave Corporation at a cost of $37,168 plus tax. 2. BACKGROUND: The current City of Plymouth web site went online in July 1996. The site has grown substantially during the past five years and is in need of redesign and reorganization to better serve our customers. 3. DISCUSSION: The following business objectives have been established by soliciting suggestions from members of the City Council, Boards, Commissions, residents and City staff: Brand the City of Plymouth web site so its look and feel complements other city communications vehicles such as the city newsletter and guidebook. Improve navigation so that customers can get to what they need quickly, intuitively and easily. Decentralize and simplify content management. Standardize web site look and feel. Integrate with REC-Connect Position the City technologically for the future. The City has established a Web Site Redesign Team (Helen LaFave, Communications Manager, Jean Lyons, Communications Assistant, Jeff Hohenstein, IT Manager and Tom Anderson, Systems Analyst) responsible for the evaluation and implementation of the web site redesign options. In the fall/winter 2001 we completed a detailed product evaluation of the League of Minnesota Cities "Web for Cities" solution and found that the solution fell short in several key business objectives we had set out to achieve with the City of Plymouth web site redesign project. The detailed product evaluation was shared with the League of Minnesota Cities' staff with an open invitation to reply to our concerns. The League of Minnesota Cities gratefully acknowledged receiving the product feedback and also acknowledged that the Web for Cities" product was not designed to meet the needs of a larger more technologically current City like Plymouth. The product was designed for the very small to medium sized cities with little or no technology expertise. It became clear at this point that we needed to evaluate other solutions that would better meet our business objectives. Beginning in December 2001, the Web Site Resign Team began researching alternative solutions. After assembling a list of nearly 20 potential web redesign solutions, we were able to eliminate all but three based on price, complexity and/or technology alignment. The three solutions we pursued further included Oracle 9i Application Server, Computer Associates CleverPath and Microsoft Content Manager. Each solution was demonstrated based on the same detailed business needs analysis we had established when we evaluated the League of Minnesota Cities "Web for Cities" project. In January 2002, the three products were demonstrated to the Web Site Redesign Team. The Web Site Redesign Team determined that Oracle was the solution of choice based on their evaluation of the detailed business needs analysis. I have attached a copy of the results of the Web Site Redesign Business Needs Analysis for your reference. In February 2002, the Web Site Redesign Team installed an evaluation copy of the Oracle product and proceeded to mock up a City web site redesign using the Oracle product. The mockup was successful and confirmed the team's Oracle recommendation. After determining that Oracle was the solution of choice we solicited quotes from the following vendors the Oracle product and support: Midwave $37,168 plus tax Mythics Inc. $38,064 plus tax Stratika $40,925 plus tax Oracle $46,400 plus tax The proposed Web Site Redesign project plan is laid out for you below. Task qty Y .: x x,' AiEstunae i4+$z, Conpehon Y' Install and configure test environment 4/19/2002 Develop prototype 5/24/2002 Test prototype 6/14/2002 User acceptance 7/19/2002 Setup live production system 7/26/2002 Test live production system 8/5/2002 Mi ate content 8/16/2002 Go Live 8/19/2002 Throughout the Web Site Redesign we will be soliciting City Council input at various times to ensure the redesign meets City business objectives. 4. BUDGET IMPACT: Funding for the Web Site Resign was carried forward from the 2001 budget to the 2002 budget in the amount of $50,000. 5. RECOMMENDATION: I recommend the City Council adopt the attached resolution authorizing purchase of the Web Site Redesign product and support from Midwave Corporation at a cost of $37,168 plus tax. Web Site Redesign Bus-,tiess Needs Analysis Meeting Purpose: To review vendor solution against business needs. Meeting Date: 01/07/2002 Present: Helen LaFave, Jean Lyons, Tom Anderson, Jeff Hohenstein, The chart below describes the groups evaluation of which vendor solution best achieved the Web Site Redesign Business Needs. fir• ,t3` 4 t t tz $ . Oxacleti, _.3= a r .S Microsoft s . wx py li r a..'k_ $ t..::, St w at <jyf •i R. :*k R`.'' Content, rt. • 1; 1. M1 'ITa V ifl ea Provide functionality comparable or better than existing web site. Provide a simple, quick and easy to redesign our web site. way Provide a tool to decentralize web site content management. content publishingSimplify Design web site so that it is manageable and scalable both now and in the future Publish on-line forms Seamless Integration of Rec- Connect and other third party solutions. to publish 'obs and eventsAbility Standardize web site look and feel Make web site reasonably similar to other local City web sites especially for contractors and employment a plicants. Position the City technologically for the future. Stay within set budget Notes: Clever Path offered the ability to set start and end date as part of solution, Oracle only provided end date as part of solution. Solution met business need the best. Last Revised: 01/08/2002 CITY OF PLYMOUTH RESOLUTION NO. 2002 - APPROVING PURCHASE OF WEB SITE REDSIGN PRODUCT AND SUPPORT FROM MIDWAVE CORPORATION WHEREAS, the City's web site needs to be redesigned; and WHEREAS, the City received proposals for the Oracle web site redesign product and support; and WHEREAS, Midwave Corporation is determined to be the best vendor for the City's Web Site Redesign needs at a cost of $37,168 plus tax. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that the Finance Director is hereby authorized to purchase Web Site Redesign product and support from Midwave Corporation for $37,168 plus tax. Adopted by the City Council April 9, 2002 City of Plymouth Web Site Policies Link Policy The links provided on the City of Plymouth web site are intended to support the municipal government focus of this web site. In keeping with that focus, we limit the links to our web site. The links on our site are limited to: Other government entities; Quasi -government entities, such as watershed and park districts that include Plymouth; Public education institutions; Public utilities that serve Plymouth; Non-profit agencies or organizations that receive funding from the City of Plymouth or have a city -appointed representative on their board of directors; Non-profit organizations of which the City is a member or purchases memberships for its employees to further their professional development; Non-profit organizations which have developed public education programs, for use by government professionals, which the City of Plymouth has adopted. In keeping with our government purpose, this site does not offer links to commercial enterprises, religious entities, organizations that do not meet the above criteria, or individual or personal web sites. This site's purpose is to provide information from the City of Plymouth about municipal government and services; it is not intended to be a public forum. To ensure a fair and impartial election process and avoid the endorsement of political content, this site does not link to candidate web sites, any political party or organization seeking to support or defeat any candidate for elective office, or any site advocating a position on a particular issue. The City of Plymouth may, at any time, remove a link, should it be found to contain defamatory, offensive, inaccurate or illegal material. Link Disclaimer The City of Plymouth is not responsible for and does not endorse the information on any linked web site. Nor does the City of Plymouth guarantee the accuracy, completeness or timeliness of the information on those sites. Nor is the City of Plymouth liable for defamatory, offensive, or illegal conduct of linked sites. The links from this site to other sites on the World Wide Web do not constitute or imply endorsement or recommendation by the City of Plymouth. Trademark/Copyright The City of Plymouth logo is registered with the Secretary of State for exclusive use by the City of Plymouth for official city government purposes. Any other use is prohibited by law. All art, banners, buttons and graphics on this web site are original and are a trademark of the City of Plymouth. Duplication of art, banners and buttons is prohibited. All rights reserved. For information or use permission, contact hlafave@ci.plymouth.mn.us Re -use or re -publishing of the text in this web site is allowed. If re -publishing materials from this web site, this web site should be credited as the source and the utmost care should be taken to ensure accuracy. Web Policy Disclaimer The City of Plymouth reserves the right to change this statement at any time by posting revisions here. Agenda Number: TO: Dwight D. Johnson, City Manager FROM: Laurie Ahrens, Assistant City Manag SUBJECT: Set Future Study Sessions DATE: July 19, 2002, for Council study session of July 23, 2002 ACTION REQUESTED: Review the pending study session topics list and establish future special meetings if desired. Calendars are attached to assist in scheduling. Pending Study Session Topics at least 3 Council members have approved the following study items on the list) I-494 Corridor Commission (Slavik, Black, Hewitt) Discuss 2001 Audit Report (Tierney, Black, Slavik) OFFICIAL CITY MEETINGS July 2002 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 5:15 PM MUSIC INDEPENDENCE IN PLYMOUTH, DAY - City City Center Offices Closed Amphitheater 7 8 9 10 11 12 13 6:00 PM SPECIAL 7:00 PM PARK & COUNCIL MEETING: DISCUSS OFFERS ON RECREATION CO. RD. 101 HOMES, ADVISORY Public Ro Training R0O1" COMMISSION PRAC) SPECIAL 7:00 PM REGULAR MEETING, Plymouth Creek COUNCIL MEETING, Courld! Chembera Center 14 15 16 17 18 19 20 7:00 PM 7:00 PM HRA - PLANNING Mediae Lake Room COMMISSION, Council Chambers 7:00 PM PUBLIC SAFETY ADVISORY BOARD, Police Dept Library 21 22 23 24 25 26 27 EENnOREEWCR " 6:30 PM OPEN INTERNET 'Wean": REDESIGN, P S.'* HOUSE ON T"bh R— THE CO. RD. 73 CORRIDOR7: WPM= COUNCIL MEETING, ca.,d ch.6— STUDY, IMMEDIATELY FOLLOWING: Plymouth Creek SPECIAL COUNCIL MEETING TO CONDUCT NEARING a TAKE ACTION ON DENIAL OF Center CLAMS FOR RELOCATION IIENEMS, Ca Ch - 28 29 30 31 u0 2002 Aug 2002 S M T W T F S S M T W T F S 1 1 2 3 2 3 4 5 6 7 8 4 5 6 7 8 9 10 9 10 11 12 13 14 15 11 12 13 14 15 16 17 16 17 18 19 20 21 22 18 19 20 21 22 23 24 23 24 25 26 27 28 29 25 26 27 28 29 30 31 30 modified on 7/18/2002 OFFICIAL CITY MEETINGS August 2002 Sunday I Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 Jul 2002 Sep 2002 S M T W T F S S M T W T F S 1 2 3 4 5 6 1 2 3 4 5 6 7 7 8 9 10 11 12 13 8 9 10 11 12 13 14 14 15 16 17 18 19 20 15 16 17 18 19 20 21 21 22 23 24 25 26 27 22 23 24 25 26 27 28 28 29 30 31 29 30 4 5 6 7 8 9 10 7:30 PM 5:30 PM 4:00 PM ANNUAL YOUTH NATIONAL NIGHT PARK TOUR, ADVISORY OUT depart from City COUNCIL, Hall Council Chambers 7:00 PM PLANNING COMMISSION, Council Chambers 11 12 13 14 15 16 17 5:30 PM SPECIAL COUNCIL MEETING: 7:00 PM ECC, Bass Lake Room 7:00 PM HRA - Metidne Lake Roam DISCUSS RESIGNATION FROM N.W. HENNEPIN HUMAN SERVICES 7:00 PM PUBLIC SAFETY ADVISORY BOARD, Poliee Dept. COUNCIL, Public Safety Training Room Library 7:OD PM REGULAR COUNCIL MEETING, Council Chambers 18 19 20 21 22 23 24 7:30 PM 7:00 PM YOUTH PLANNING ADVISORY COMMISSION, COUNCIL, Council Chambers Council Chambers 25 26 27 28 29 30 31 7:30 AM LOCAL BUSINESS COUNCIL, 7:00 PM PACT - Bass Lake Room 7:00 PM SPECIAL COUNCIL Radium Hotel MEETING: 7:00 PM REGULAR BUDGET STUDY COUNCIL MEETING, SESSION, Public Council Chambers Safety Training Room CITY COUNCIL CANDIDATE FILING PERIOD OPENS modified on 7/18/2002 OFFICIAL CITY MEETINGS September 2002 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 S 6 7 LABOR DAY - City Offices Closed 7:00 PM SPECIAL 7:00 PM PLANNING 7:00 PM HUMAN RIGHTS COMMISSION Council Chamben Rosh Hashanah begins at sunset COUNCIL COMMISSION, MEETING: Council Chambers BUDGET STUDY 7:00 PM SPECIAL SESSION, Public COUNCIL MEETING: Safety TrainingBUDGET STUDYSESSION, Public Safety Room Training Room 8 9 10 11 12 13 14 7:00 PM 5:00 PM CITY 7:00 PM EQC, 7:00 PM PRAC, 10:00 AM -5:00 REGULAR COUNCIL Bass Lake Room Council Chambers PM AUTUMN COUNCIL CANDIDATE ARTS FAIR, MEETING, Council FILINGS CLOSE Parkers Lake Chambers Park PRIMARY ELECTION DAY - Polls are open 7 AM -8 PM 15 16 17 18 19 20 21 Yom Kippur begins at sunset 7:30 PM YOUTH 7:00 PM PLANNING 7:00 PM HRA McQidne Lake Roan 9:00 AM - 3:30 PM, ADVISORY COMMISSION, 7:00 PM PUBLIC PLYMOUTH COUNCIL, Council Chambers SAFETY ADVISORY BOARD, Police Dept. CLEAN-UP Council Library DAY, Public Chambers Works Maintenance lFacility I 22 23 24 25 26 27 28 7:30 AM LOCAL BUSINESS 700 PM PACT - Bass Lake Room COUNCIL, Radisson Hotel 7:00 PM REGULAR COUNCIL MEETING, Council Chambers 29 30 7:30 PM Aug 2002 Oct 2002 YOUTH ADVISORY S M T W T F S 1 2 3 S M T W T F S 1 2 3 4 5 COUNCIL, 4 5 6 7 8 9 10 6 7 8 9 10 11 12 Council 11 12 13 14 15 16 17 13 14 15 16 17 18 19 Chambers 18 19 20 21 22 23 24 20 21 22 23 24 25 26 25 26 27 28 29 30 31 27 28 29 30 31 modified on 7/18/2002