07-23-2020-SWS - Laserfiche WebLink

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ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION — JULY 23, 2020 6 Councilmember Holmes would like to get away from any articles for the newsletter being written by a staff person other than the Communications Coordinator. Councilmember Holden wondered if the first paragraph regarding TCAAP should be deleted. Mayor Grant felt the word "lead" could be changed. Councilmember Scott suggested "coordinate". City Administrator Perrault said he could bring a revamped position description to the Personnel Committee and then bring back to Council to discuss again. Councilmember Holmes suggested it be made clear that this position writes the content of the City newsletter. Councilmember McClung suggested under essential functions they add another bullet to "write, design and compile the City newsletter". He agreed that the person in the position should be appraising Council of issues within the community they may need to react to. Councilmember Holden also asked to have something included about working with external partners like Ramsey County, the League of MN Cities, the school district etc. Mayor Grant said the Personnel Committee will try to incorporate the concepts discussed into the position description. E. Multi -Function Copy Machine Proposal City Administrator Perrault explained that the City's current multi -function five-year copy machine lease with Canon Solutions was about to expire. Roseville IT suggested four companies that would be easy to integrate. Canon Solutions, Loffler, Marco and Metro Sales provided proposals. Options to consider include leasing versus buying. The least expensive proposal was from Marco for both lease and purchase. We did receive an updated proposal from Metro Sales that is completive with the Marco option. The benefit of leasing is not being tied to an upfront capital cost, with leasing those costs would be spread over the 60 months. If purchasing, the machine may have residual value at the end of five years, but that amount is unknown. Bids are comparable to what you would find on the State contract. Councilmember Scott said he would be in favor of leasing, he didn't think there was much of a market for five -year -old office equipment. Mayor Grant asked if there were anything in our requirements that would cause a higher priced machine? City Administrator Perrault replied that we are at the base level of commercial machines, the stapler and large capacity tray were two cost drivers on the machines. Standard machines would have 4 or 5 drawers in the bottom with one ream capacity. Council agreed with leasing a machine.