09-26-11-R Draft Minutes - Laserfiche WebLink

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ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 3 G. Metion to Approve Planning Case 11 020 Mouu'a`cr�-View High Seheel CUP D. Motion to approve 2011 Pavement Management Program Payment #2 to Astech Corporation in the Amount of$432,730.42 E. a Lease Agreement with Ce-nen Biasiness Selutieiis fef the Lease ef a Canon hmage Difeet Geaneaer-for-$968 Per-Month fef 60 MepAhs. MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the Consent Agenda as amended. Motion carried . unanimously (5-0). 5. PULLED CONSENT ITEMS E. New Copier Lease Finance and Administrative Services Director Sue Iverson explained that the current copier is over six years old and no longer meets the needs of City staff in a number of areas, one of which is that it does not have the ability to print or scan color copies. The trade-in value of this copier is currently $700. She stated that when color copies are needed by staff now, they have to be done • through Roseville or Office Depot. Both the current copier and the previous copier were Canon which have been extremely reliable with few maintenance calls and outstanding customer service from Canon. Finance and Administrative Services Director Iverson stated that Staff has gathered input from all departments to determine the needs of the City and configured a list of requirements for a new copier to improve efficiencies and meet demands. Also taken into account were the outside services used to meet all the copy and print needs of the City. Specifications were sent out to six vendors and quotes were received on ten copiers. Staff recommends that the City lease the Canon copier with the professional puncher and ECopy Scanstation with Laserfiche direct connector. Funding for the copier and professional puncher ($818 per month, $9,816 annually) will come from the Finance and Administrative Services budget in the General Fund and the ECopy Scanstation with Laserfiche direct connector ($150 per month, $1,800 annually) will come from the Cable Fund. The total lease would be $968 per month or $11,616 annually. There were no monies budgeted in 2011, but $10,000 has been budgeted in the General Fund under Finance and Administrative Services for 2012. Mayor Grant commented that previously leased copiers proved to be expensive. Finance and Administrative Services Director Iverson stated that we purchased the current machine and the cost was comparable to a lease, but we did not have a lease option. Staff is recommending the lease option on this machine so that we can upgrade as needed or as technology changes. Mayor Grant questioned the difference in maintenance costs for black and white versus color.