compliance maintenance annual report

Transcription

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.
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D:\temp\Gary_B\Monona CDA Dev_012066031.00\arc\ArcMap-MXD\North Monona Dr Redev
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UW Health
Map 1: Boundary
Tax Increment District #7
Redevelopment Area #7
City of Monona, WI
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Redevelopment Area #7 - Amendment
TID #7 Boundary
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# 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
smurphy@landform.net
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
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.
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
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.
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.
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. _________
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
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.
________________________________________
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):
mhoutakker@ci.monona.wi.us
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
Last Updated:
5/29/2013
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
Last Updated:
5/29/2013
Financial Management (Continued)
Total Points Generated
0
Score (100 - Total Points Generated)
100
Section Grade
A
Page 3 of 11
Last Updated:
5/29/2013
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
Last Updated:
5/29/2013
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
Last Updated:
5/29/2013
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
Last Updated:
5/29/2013
Peak Hourly Flow in MGD(if available)
Page 7 of 11
Last Updated:
5/29/2013
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
Last Updated:
5/29/2013
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
Last Updated:
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
Last Updated:
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
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.
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.
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. _________
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
Koepplin@CivicPlus.com
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 • Koepplin@CivicPlus.com • 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
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
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Comprehensive training and unlimited support.
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.
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…
“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.
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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.
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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.
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
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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).
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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.
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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.
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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.
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.
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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.
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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.
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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
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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
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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.
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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
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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.
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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.
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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.
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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
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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
•
•
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
•
•
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
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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.
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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
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.
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.
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
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.
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.
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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.
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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.
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.
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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.
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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.
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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
aisern@visioninternet.com
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
aisern@visioninternet.com
913-660-0617
Leon Rogers – National Sales Director
lrogers@visioninternet.com
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.
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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
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
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:
scott.schmitz@fdlco.wi.gov
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:
hlafave@ci.plymouth.mn.us
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
jeason@ci.ankeny.ia.us
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.
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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!
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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
•
•
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.
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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
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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
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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.
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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:
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•
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
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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.
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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
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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.
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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.
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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.
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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.
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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 (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
Mike@GovOffice.com
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!
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.
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)
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
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.
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.
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
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
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
__________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.
 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
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.
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
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)
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

compliance maintenance annual report

Transcription

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