No preview available
HomeMy WebLinkAboutCM New City Website UpdateCITY CIF Agenda Item No: 4.a CA, Meeting Date: July 5, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: CITY MANAGER Prepared by: Rebecca Woodbury City Manager Approval: Senior Management Analyst TOPIC: NEW CITY WEBSITE, PUBLIC INQUIRY TRACKING, AND LOGO REFRESH SUBJECT: INFORMATIONAL REPORT ON A NEW CITY WEBSITE, INQUIRY TRACKING PLATFORM, AND CITY LOGO/BRAND REFRESH RECOMMENDATION: Accept Informational Report and Provide General Feedback to Staff. BACKGROUND: In February, staff gave a progress report on the Community Engagement Action Plan to the City Council. This report provides an update on two high priority efforts: a new city website and inquiry tracking software. The current City website is going on 6 years old. The site is not mobile -friendly and lacks user interface design principles ("the space where interactions between humans and machines occur," —Wikipedia), among other deficiencies. Also, the look and feel does not reflect the high quality services of City staff. The City also does not provide a user-friendly or efficient way to report issues, ask questions, or provide feedback. Currently, the public contacts the City by phone, walk-in, email, fax, and online forms. The City does not have consistent analytics and has no way of tracking the consistency or timeliness of responses. ANALYSIS: Over the past several months, the City Manager's office led an effort to select vendors for a new website and a platform for tracking inquiries. A Request for Information (RFI) was released in February and an evaluation team participated in vendor demos. The City Manager's office formed a recommendation to work with two vendors, ProudCity and Seneca Svstems. Website. ProudCity is an Oakland -based start-up. GovTech describes ProudCity as "already writing the next chapter of public sector innovation." They offer a data -driven, mobile -friendly web platform for municipal digital services. It uses user -centered design principles, Code for America's website principles, and meets ADA requirements. Inquiry Tracking. Seneca Systems is a Redwood City based company. Their platform, Romulus CRM, allows local government FOR CITY CLERK ONLY File No.: 9-3-89 Council Meeting: 07/05/2016 Disposition: Accepted report SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 to manage service requests and other inquiries. Case management tools will help staff resolve requests in a consistent and timely manner. This tool will increase responsiveness, productivity and accountability. New Logo. Staff is working with a local graphic design firm, Afstudio Desian, on a branding refresh that includes a new, modernized City logo. The new logo design was developed with input from Mayor Phillips and Vice -Mayor Colin. Afstudio Design will also provide graphic design input for the new website. Timeline, Implementation and Next Steps. Staff is currently working out contract and other details with ProudCity and Seneca Systems and plans to bring forward any necessary contracts to a future City Council meeting. Staff is working with both vendors to ensure they provide a seamless user experience. ProudCity expects to have a beta site developed within 30 -days of the project kick-off. The new logo design has undergone two revisions based on input from the Mayor and Vice -Mayor. Color refinements are currently underway and staff expects the logo to be ready for use by next month. Other Cool Stuff and Things on the Digital Horizon. This report was written with the help of the Heminawav App. This is a web application that helps make writing clear and easy to understand. Staff plans to use this tool to develop content for the new website. The Finance Department is putting the finishing touches on the City's OpenGov site, set for a public launch later this summer. This site will help provide more transparency to the City's budget and other data. The City Attorney's office is exploring possible implementation of NextRequest. This platform will help streamline public records requests. The Community Development Department is now using Host Compliance to track and watch short- term rental activity in San Rafael. This data will help inform future policy decisions around short-term rentals. The Library will soon launch instant messaging so the public can ask questions and get fast answers from Library staff. The platform also increases collaborative communication between staff. This is a sampling of new tools departments are using to improve efficiency, transparency, and better meet the 21St century needs of the public. COMMUNITY OUTREACH: Staff frequently discusses community engagement issues and ideas at the monthly joint City—Neighborhoods meeting. Efforts for a new City website and CRM software will include user tests with the community. Information about these initiatives as well as the Action Plan is available at www.citvofsanrafael.orq/engage. FISCAL IMPACT: No direct fiscal impact to accepting this report. Staff will bring actions with fiscal impacts over the City Manager's signing authority to the City Council separately. RECOMMENDED ACTION: Accept Informational Report and Provide General Feedback to Staff. ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # TBD Date of Meeting: 1/5/2016 From: Rebecca Woodbury Department: City Manager Date: 6/27/2016 Topic: New City website and public inquiry tracking platform Subject: Informational report on a new city website and inquiry tracking Type: ❑ Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: Informational Report APPROVALS ® Finance Director Remarks: approved - no fiscal impact ® City Attorney Remarks: LG -Approved 6/28/16. ® Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: i.�LF�Y LLL: L� L L._. L L - _ Y .� , �Il#�y_IL ::L :-L, =� e a n:_ a e::::IL�LLLL LL. ::a . . �L. . . . L ._ E. L LL _ L LLL . ..�L L . . . . . . . . . _LL . . �Li : .. L L . + L _ _ �Ly �L. L L� . . . . L_L LL LLL . 1 . . . . . . . . . . _L. . . . . . _ . , . . . �. L C �. • L • LLLL'_LLLL_1-L L " LLL �4.LL . _ L- LW.'M-L VL-L LLL L.. JL ..L LLL C E !RL"LL t± L.LLLLLLr LLL l 1. Ll LL LLL-VL-LL l-1. _ _ _ ew.. I L� : `�A ro LLLL Ln n oo r..��L�LL.L.. L.L.L LL. �.�L�� ................... .....� .LL........... -.LL ....................... • J .L. i . . . . . .......... . . �� ....... �i 1y . LL, L L. L L . L bd�NU-L L1-lLLI-- l I...............�L R1L L . Lk 01 L 1, jj-� [-!-'-L I I '-L Lk- LLL IAF �YLi! L ter- L4 New city website ' . L L L L L L L L L L. l l -�� Inquiry res onse & trackinLU 11 LLi►� .. L .......... ' Llk..._ ti 4 Brandi ng refresh l`^h L. LL, -JA' L.LL. .. L- �. L .. 4. �_.. .-_. � L. L _ . L _. "-L.LLLL _ _ _ _ _ _ IL. . . , L . _ _ _ _ _ _ _ _ _ . . . .. _ . . _ . . _ - . t - - h ��.1-L lLL LLL i1r rLI11: J�~L L rrlf L L.L. . . L LL ii . . . . . . . . . . . . . , . . . . . . . . . . . . . . . . . . . . L L L f . . LLL► -L -l --L ��lii� �L�riirErrr �i LATS Low Effort/ High Priority Centralized online media center NextDoor Bilingual electronic signage at Boro Community Center Top Major Priorities Improve City website Inquiry tracking software Spanish language translation & outreach High Effort /Medium Priority Open Data Community socials & departmental open houses Guidelines, protocols, training Technology improvements with the highest return on investment 40% WEBSITE IMPROVEMEN7 +- El' AI L 22% DCIAL MEDIA PROGRAMS Key Guiding Principles ■ Authentic and Responsive Engagement ■ Transparency ■ Accessibility (user -centered design, mobile -friendly, ADA compliant) ■ Continuous improvement and learning Vendor Selection ■ Request for Information ■ Cross -departmental evaluation team ■ Vendor demos Website / Intranet ■ mobile -friendly ■ built on user -centered design principles ■ meets ADA requirements ■ software as a service (Baas) ■ forward -thinking and progressive GovTech identified ProuclCity a one of a handful of deserving, early-stage companies that merit mention as "5 to Watch" that are already writing the next chapter of public sector innovation. WEB Startup Looks to Modernize City Websites P�-oud ity Co-founder Luke Fretwell reveals a cloitdplat, orm officials can use easih to custorni e and manoge. websites without technical expertise. HE Select answer type I Jobs & contracts YBusiness 8 Make a Payment 0 Education A Report an Issue A Check Status QTransportation 0 Payments & taxes IN Property&housing 0Permits & licensing io Services & safety Culture & recreation We to San Rafael Discover what San Rafael can do for you. Try our powerful search below to find what you reed. ti How can we help you? A � • ` :. �t " � • _ t �_:_ a .�,f,,.�.r�►i�+s4 . ".'iii, ti�'�: � '�� ��'1#,� \ � .al's:• t MEMEN A t _E2 Select answertype M Jabs & contracts IW Education The Constituent Service Platform Romulus powers communication, accountability, and better service for local governme azz 91 CONSTITUENT ++ , r•. PHONE CALLS LEGIS L * ` FATOR _ , - •�� STICKY PAPER ` -- EXCEL SHEET� NOTES FILES .1 CHIEF OF STAFF - • E-MAIL MEMORY HOLE CONSTITUENT FRONT OFFICE Romulus CONSTITUENTS STAFF Trusted by Innovative city governments throughout the country Chicago.) IHnois Wklandi Ca10 Miami Florida Bosom Mass. Columinu io OrlmMo. Florida Jersey CIO, N see An Integrated Platform for City Government :.._... n ,-' �M Q. ms,is,ml Less 1I_ )I Next Steps ■ Contracts and agreements ■ Pilots and betas ■ User testing li, . I I �. I we- j;-, - ? r sk CITY 1990 F SAN RAFAEL W0 601160 SAN RAFAEL CALIF 94915 PHONE Ic151456 "'P 1995CITY91 OF SAN RAFAEL 2016 �-5`� 1 `�"`� CITY OF AltAk J. Born Gbwr+cr� Members P�rul M Cain Rsrbs�y ,�I�Ner Gyr �V MG#er Vary O. FNW CITY OF OF �vi�r'�ran3atrnnu�V4=mmY}r�c+MA-.M IIhA�cf-a.xm6}LF�sOCnfG.�TP$AEi7LCmdO�L+iaOre�N rF ihrr sg A-. Otz•e h{cay.or. DEPARTKMNT NAbR PHONE: 415-485 FAX: 415-=N WHO WE ARE P-1 11 71 VIBRANT "I its , DIVERSE HISTORIC We're also: Vital, fun, safe, healthy, prosperous, livable, forward -thinking, and embrace change. We are a small city with big city appeal. Our residents are engaged and care passionately about their city. Words that don't describe San Rafael: Cutting edge Words San Rafael aspires to be: Friendly WHOWEARE WE'RE DIFFERENT San Rafael is culturally diverse and has a unique downtown. Vibrant city life co- exists within the beauty of Marin County's natural setting. San Rafael is different from other cities because it is at a crossroads — where the past meets the future. WHOWEARE OUR PAST IS RICH qjAl L RIM fill -- iii11 M ��MEN� I�Iili ME . NONNI �M NOW on ■■, ■■n i om NMI MEN All,noMMEN. 1N I� F ;n op VISION AND MISSION OUR MISSION The mission of the City of San Rafael is to enhance the quality of life and provide for a safe, healthy, prosperous, and livable environment in partnership with the community. 1011]i*JI114 111132I Our vision for San Rafael is to be a vibrant economic and cultural center reflective of our diversity, with unique and distinct neighborhoods in a beautiful natural environment, sustained by active and informed residents and a responsible innovative local government. DESIGN GOAL WHAT'S MOST IMPORTANT Our new Ingo will... Welcome, impress and tell the story of Marin's largest city. Our downtown hustles with activity, restaurants, shops, and a world-class film center, with picturesque mountains. coastline and pristine open spaces right outside our door. The new logo should be attractive to the young families that are the future of San Rafael, evoking a fresh modern feel that will be relatable to the youth who live and work here. First impressions: modern, clean, simple The City of PAfADENA Simple 4i Nice typography � � Easy to read { Nice symbolism of Rose AL's Simple Simple Clean Lines Nice typography Good symbol Easy to read CITY OF Tree looks a bit like clip art MELBOURNE III! U L V ik� 0 CE CITY OF COLLRGS PARK CITY 4•+t+ rrir ai• ro..ia.i rlls OF LONDON D E N V E R Could see using THE MILE HIGH CITY this style but using Simple a piece of this to Good symbolism/ combines show downtown •� 5to�kholms multiple symbols San Rafael Stad New Logo Concept RAPA F C S� �O cry WITH p�\� SAN RAFAEL THE CITY WITH A MISSION OShare O Tweet O Forward f� Shoull to Anndcra Lee who was the first to correctly answer our last Snapshot Quiz. Which ofthe below ordinances is actually still on the boom in San Rafael, though notenforced? The Answer was B 'No individual, cerporatlon, partnership or other legal el shall cenducta bingo gal withoutfirst ��° SAN RAFAEL Agenda kern No: _ THE CITY WITH A MISSION Meeting Date: Jury 5, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Depadment- CITY MANAGER Prepared by: Rebecca Woodbury City Manager Approval Senior Management Analyst TOPIC: NEW CITY WEBSITE AND PUBLIC INQUIRY TRACKING PLATFORM SUBJECT: INFORMATIONAL REPORT ON A NEW CITY WEBSITE AND INQUIRY TRACKING RECOMMENDATION: Accept infoimatianal Report and Provide General Feedback to Staff BACKGROUND: In February, staff gave a progress report on the Community Enpapement Action Plan to the City Council. This report provides an update on two high priority efforts: a new city website and inquiry backing sortwere. RAfiq�! S � � S !p \S I A r WITH A M RAFq�! yPN 'F�4o June 1], 201fi Michael Sanderz 150 Pond Avenue RAFq�` San Rafael, Ca yPN (q �I� Dear Michael, Thank you fnryour gene-., donau— m help remodel rhe park. We. p�ae"o mxhe-yof San Naf-1 Wrthyour donauon we hope <o planr nex <r T" playground. You ran be assuredrhacmanypeoplewillanmeme�oy oeam On behalfof rryzelf and rhe Ory of San Rafael,we would like ro orvrt homryou foryour generoziry—July is 2M6 Pleauler us knowif n gars yner Thank - far d—,— m San Rafael. Ir is our misv—mr r ars vs�aoe and you have helped us rake anorher ,rep in rhe nghr daemon. Regards, s.. w�.a,uvun Rebe«a Woodb.ry OShare O Tweet O Forward f� Shoull to Anndcra Lee who was the first to correctly answer our last Snapshot Quiz. Which ofthe below ordinances is actually still on the boom in San Rafael, though notenforced? The Answer was B 'No individual, cerporatlon, partnership or other legal el shall cenducta bingo gal withoutfirst ��° SAN RAFAEL Agenda kern No: _ THE CITY WITH A MISSION Meeting Date: Jury 5, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Depadment- CITY MANAGER Prepared by: Rebecca Woodbury City Manager Approval Senior Management Analyst TOPIC: NEW CITY WEBSITE AND PUBLIC INQUIRY TRACKING PLATFORM SUBJECT: INFORMATIONAL REPORT ON A NEW CITY WEBSITE AND INQUIRY TRACKING RECOMMENDATION: Accept infoimatianal Report and Provide General Feedback to Staff BACKGROUND: In February, staff gave a progress report on the Community Enpapement Action Plan to the City Council. This report provides an update on two high priority efforts: a new city website and inquiry backing sortwere. RAfiq�! S � � S !p \S I A r WITH A M Questions CMS Open source, WordPress Cost E Year one: $33K to $58K (depending on custom integration work, but probably closer to the low end) ■ Recurring: $15K/year ■ Quote includes 4 subsites, and an intranet site User Experience Lean canvas, great user experience through "Answers" Security E HTTPS ■ 2 -factor authentication ■ Amazon Web Services ■ WordPress security team ■ MySQL data storage ■ Regular updates are every two weeks, serious vulnerabilities release immediately; backups are completed nightly. ■ Monitors each site every 5 minutes Technical Support Response time every 5 min during business hours, 15 minutes weekends, evenings and holidays. Performance Guarantee ProudCity was formed as a partnership for our product between Albatross Digital and CivicActions, two civic -minded services companies. The core ProudCity team is completely focused on our product business but, in the off chance that we cease to exist, both Albatross Digital and CivicActions are both viable options to take care of ProudCity customers. They are happy to discuss a performance guarantee that we're both comfortable with. Vendor Recommendation: • Data -driven, mobile -friendly web platform for municipal digital services. • Offers sub -sites to departments, divisions, or programs wishing to have more control over their section of the website. • More cost-effective in the long-term. • Open source - so if the company ceases to exist or we were no longer happy with them our site would be completely portable. None of our content will be locked within a proprietary CMS. Open Source & Word Press • ProuclCity is built on an open source CMS called WordPress. • WorclPress constantly updates itself for safety and security. • WorclPress is SEO (search engine optimization) friendly and does not rely on a proprietary search engine. This means the website is more searchable. Open Source &WordPress • Although ProudCity is a new company, WordPress has been around the block. It's not perfect, but it's pretty much problem free in terms of kinks. • Coding for WordPress is standard for any developer (unlike proprietary systems). If we sever ties with ProuclCity, pretty much any developer could help us out. . Open Source & Word Press WordPress powers millions of websites, from the New York Times to the New Yorker; Milwaukee Police News to the U.S. Chief Information Office; TechCrunch to Mashable; Finland's Ministry of Foreign Affairs to Sweden's official site. Many federal agencies use Word Press, such as the State Department. Examples of police departments using Word Press powered sites include: Orlando FL, Amarillo TX, Arlington TX, Birmingham AL, Peoria IL, Green Bay WI. Open Source & Word Press • Many of our current websites are built on WorclPress, so content migration (should they wish to do so) would be relatively easy. (Library, Community Services, Volunteer Program, San Rafael Clean, etc.) What we spend now (approximately) www.cityofsanrafaeI.org www.srpd.org www.srpubIiclibrary.org www.fa I ki rkcu It ra Ice nter.org www.sanrafaeIfiIm.com www.sanrafaelvoIunteers.org www.sanrafaeIclean.org www.sanrafaelevc.org www.friendsofsanrafaeI.org www. kid sgetready.squarespace.com www.midcpartners.org security certificates programming support forms TOTAL $675/year $1,000/yea r $500/year $200/year $250/year $180/yea r $180/yea r $180/yea r $140/yea r $240/year $250/year $620/year $2,000/yea r $1, 200/yea r $7,375/year