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

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ARDEN HILLS REGULAR CITY COUNCIL MEETNG—SEPTEMBER 26, 2011 4 Finance and Administrative Services Director Iverson explained that staff considered what is currently being spent on outside printing and copying services and determined that having our own color copier could save approximately $12,000 per year if outside services were no longer used. Rick Oestreich, Canon representative, stated that Canon has been servicing the City for a number of years and they are comfortable with the proposed rate of 20,000 copies usage and the volume discount. Councilmember Tamble questioned if we would be able to upgrade the equipment before the end of the lease period of 60 months. Mr. Oestreich explained that the 60-month timeframe is used to determine the monthly cost. He added that the City can upgrade the equipment at any time, but they would have to calculate residual payments into a new lease. He added that a 60-month lease period is common for cities. He further explained that if the copier doesn't perform to our expectations at any time, we have the right to request a replacement. As far as lease versus purchase, he stated 85% of their customers prefer the lease arrangement. Mayor Grant asked if there was a cost comparison available between purchase versus lease. Finance and Administrative Services Director Iverson stated she had done the analysis but had not provided the information to the Council as it was comparable. • MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to authorize the Director of Finance and Administrative Services to enter into a lease agreement with Canon Business Solutions for the lease of a Canon Image Runner 9075 with professional puncher and ECopy Scanstation with Laserfiche direct connector for$968 per month for 60 months. Councilmember Tamble stated that if the new copier eliminates having to outsource projects, he believes it will pay for itself. Mayor Grant commented that he would support this, but would like to have seen more details and cost comparisons. The motion to carried unanimously (5-0). C. Planning Case 11-020—Mounds View High School CUP Amendment and Variance City Planner Beekman stated that Mounds View High School received a Conditional Use Permit Amendment to construct a baseball field in the southwest corner of the school property in 2008. In 2009, they added bleachers and a foul ball netting system to the field. At this time, they are proposing to construct a 19 square-foot digital score board. The scoreboard would be 24 feet in width, 8 feet in height, and mounted on 10-foot high poles making it 18 feet in height. The scoreboard would be located facing the field on the north side of the existing ball field