03-31-2003 CC MIN - SPECIAL-ANNUAL REPORTMEETING OF THE ELK RIVER CITY COUNCIL
HELD AT THE ELK RIVER CITY HALL
MONDAY, PIARCH 31, 2003
Members Present:
Members Absent:
Staff Present:
Mayor K2inzing, Councilmembers Dietz, Kuester, Mot_in, and
Tveite (7:05 p.m.)
None
City Administrator Pat I~daers, Finance Director Lori Johnson, Director of
Planning Michele McPherson, City Attorney Chris Johnson, Legal Assistant
Jennifer Snyder, Economic Development Director Catherine Mehelich,
Liquor Store Manager Dave Potvin, Recreation Manager Michele Bergh,
Librarian Nfick Stoffers, Ice Arena Manager Rich Czech, Senior Center
Director Sue Kostanshek, Fire Chief Bruce West, Ambulance Coordinator
Steve Dittbenner, Assistant Police Chief Jeff Beahen, Building and
Environmental Administrator Steve Rohlf, Street/Park Superintendent Phil
Hals, Utilities General Manager Bryan Adams, Wastewater Treatment Plant
Chief Operator Gary Leirmoe, IT Coordinator Bob Pearson, and
Recording Secretary Tina ~A21ard
Call Meeting To Order
Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called
to order at 6:30 p.m. by Mayor Klinzing.
Consider A~vard of Telephone System Bids
Finance Director Lori Johnson stated that the city solicited bids for a Voice Over Internet
Protocol (VoIP) telephone system for the new Public Safety facility and City Hall building.
She stated that after receiving the bids staff completed an analysis of the benefits versus the
costs and risks of a VoIP and a traditional PBX system. Based on that analysis, staff is
recommending that the city reject all bids for Voice Over Internet Protocol systems. She
stated she had spoken to Peter Beck, City Attorney, who agreed that it was within the city's
legal right to reject all bids. Staff further recommends that a PBX system would fit the city's
needs better and recommends that the city purchase off the University of Minnesota
contract which eliminates the need to request for bids for a PBX system. The contract
holder is Inter-Tel, which is the PBX system chosen by staff.
IT Coordinator Bob Pearson presented an overview of phone technology and discussed the
bids received in the Request for Proposals. He reviewed research data regarding the pros
and cons of a VolP system versus a PBX system. He stated that the Inter-Tel PBX system
offered the opdon of upgrading to a VoIP system if the city decided to switch over at some
point in the future.
COUNCILMEMBER MOTIN MOVED TO REJECT ALL BIDS RECEIVED ON
MARCH 13, 2003 BECAUSE THE ADDITIONAL COST OF A VOIP SYSTEM
EXCEEDS THE ADDITIONAL SYSTEM BENEFITS. COUNCILMEMBER
DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0.
City Council Nfi.nutes
March 31, 2003
Page 2
COUNCILMEMBER DIETZ MOVED TO APPROVE THE PURCHASE OF AN
INTER-TEL TELEPHONE SYSTEM THROUGH THE MINNESOTA STATE
COOPERATIVE PURCHASING VENTURE CONTRACT #428806 AT A COST
OF APPROXIMATELY $94,845.59. COUNCILMEMBER MOTIN SECONDED
THE MOTION. THE MOTION CARRIED 4-0.
Annual Reports
The 2002 Annual Reports were presented. The presentation included a written copy of each
report, a video presentation, along with each department presenting some of their 2002
accomplishments and 2003 goals. The Council had a question and answer session regarding
any issues of concern and interest.
4. Adjournment
There being no further business, Mayor Ia-dinzing adjourned the meeting of the Elk River
City Council at 10:05 p.m.
Tina Allard
Recording Secretary