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<br />. <br /> <br />. <br /> <br />. <br /> <br />~ <br />~~ILLS <br /> <br />MEMORANDUM <br /> <br />DATE: <br /> <br />March 22, 2006 <br /> <br />Agenda Itcm: 3.e <br /> <br />TO: Honorable Mayor and City Council <br /> <br />FROM: Murtuza Siddiqui, Chief Financial Officer/Treasurer -tV'S <br /> <br />SUBJECT: City Hall- Security System Upgradc <br /> <br />BACKGROUND: <br />Last summer, the City staff started to address a number security issues at the City Hall. There <br />were two items that were briefly discusscd at one of the budgeting scssions. These items <br />included the installation of security cameras and the installation of two swipe card readers to the <br />doors that are currently operated with keys on a regular daily basis. The 2006 Budget included <br />$7,500 lor these two items. <br /> <br />DISCUSSION: <br />A number of security concerns surfaced after the discovery of fraud at the City Hall. One of the <br />conccrns was how to safeguard the expensive equipment we have at the City Hall as well as to <br />provide safety for the employees, Council Members, and any visitors to the City Hall. There are <br />two ways to safeguard the City Hall. One is to install security cameras so that all activities <br />within the camera range are recorded. The other is to install swipe card readers to the existing <br />two doors that are regularly accessed by staff through the use of keys. One door is by the <br />receptionist and the other is by the front main entrance door. <br /> <br />Since the discovery of fraud, staff has strengthened a number of internal controls. In addition to <br />segregation of duties, locks to the building were changed and access to the building was limited <br />to only those individuals who had access cards. Previously, all staff was provided with keys that <br />opened all exterior as well as interior doors. There are still two doors on the interior side that <br />require access by key only. Installation of swipe card readers would make the environment <br />keyless and limit access only to authorized individuals. During the budgeting proccss, staff had <br />received a verbal estimate of $3,000 for the two card readers. This amount was included in the <br />budget. We now have a written bid that includes all parts and labor for $6,000 from Pro- Tec <br />Design. Pro-Tech originally installed the card readers and connected them to the security <br />system. Staff has inquired with another contractor who had dealt with the City for a number of <br />projects to determine the reasonablencss of the bid. We have been informed that the bid <br />submitted is within reason. In addition, staff also inquired if another brand of card reader can be <br />