ADMINISTRATIVE REPORT
MEETING DATE: May 28, 2025 AGENDA CATEGORY: Consent - Agreements TO: Honorable Mayor and City Council
FROM: Julie Drimakis, City Clerk
DATE: May 19, 2025
SUBJECT: Amendment No. 1 to Agreement No. 2022-259 with Netfile (increasing compensation $55,000, revised not to exceed $140, 000; and extend term to December 14, 2029) for electronic filing and application submission system
RECOMMENDATION:
Staff recommends approval of the amendment
BACKGROUND:
The city currently leverages the NetFile system for electronic Form 700 Statement of Economic Interest filings and campaign financial disclosures, ensuring compliance and transparency. To align with Council priorities, staff proposes adding a NetFile module for electronic submission of applications to boards and commissions, supplementing the current paper-based system.
The proposed electronic application submission system directly supports the council’s priorities:
1. Innovative and Efficient Government:
The NetFile module streamlines application processing by enabling staff to review, track, and manage submissions in a centralized digital platform. This reduces administrative workload, minimizes errors, and accelerates appointment timelines, allowing staff to focus on other critical governance tasks.
2. Economic Opportunity for All:
An online application portal enhances accessibility, enabling residents from diverse backgrounds — regardless of work schedules or mobility constraints —to apply for boards and commissions. Th is fosters inclusive participation in civic leadership, ensuring equitable representation in decision-making processes.
3. Community Character and Quality of Life:
By encouraging broader community engagement, the system strengthens the representation of diverse perspectives on boards and commissions, which shape policies affecting local culture, heritage, and quality of life. A user -friendly application process reinforces the [City/County/Agency]’s commitment to an engaged and vibrant community.
4. Reliable Infrastructure:
Integrating the module into the existing NetFile platform leverages proven, secure technology, avoiding the need for costly new systems. The system’s cloud -based infrastructure ensures reliable access, data security, and compliance with public records requirements.
5. Safety and Resilience:
While not directly tied to physical safety, the system promotes resilience by digitizing records, reducing reliance on paper-based processes vulnerable to loss or damage. Secure storage enhances continuity of governance operations during disruptions.
Key Benefits:
• Accessibility: Applicants can submit materials 24/7 via an intuitive online portal. • Efficiency: Staff time spent on manual processing is significantly reduced. • Transparency: Digital records improve public access and accountability. • Sustainability: A paperless process supports environmental goals. • Cost -Effectiveness: The $4,950 annual cost integrates seamlessly with the existing NetFile contract, requiring no additional staffing or hardware.
FISCAL IMPACT:
Increased compensation of $4,950 annually.
COUNCIL GOAL:
Innovative and Efficient City Government
Economic Opportunity for All
Community Character & Quality of Life
Reliable Infrastructure
ATTACHMENTS:
Agreement