Committee of the Whole

Office of the Clerk of Council City of Gahanna 200 South Hamilton Road Gahanna, Ohio 43230 Meeting Minutes Committee of the Whole Thomas R. Kneeland, Chair, Karen J. Angelou, Ryan P. Jolley, Brian D. Larick, Jamie Leeseberg, Stephen A. Renner, Michael Schnetzer Kimberly McWilliams, CMC, Clerk of Council Monday, August 11, 2014 7:00 PM Council Committee Rooms Present 7 - Ryan P. Jolley, Thomas R. Kneeland, Brian D. Larick, Jamie Leeseberg, Michael Schnetzer, Karen J. Angelou, and Stephen A. Renner Additional Attendees: Mayor Stinchcomb, City Attorney Ewald, Deputy Chief Bell, Dottie Franey, Matt Holdren, Sue Wadley, Rory Gaydos, Tony Collins, Karl Wetherholt, Niel Jurist, General Williams, Joann Bury, Anthony Jones, Clerk McWilliams, Press. PENDING LEGISLATION ORD-0097-2014 TO AMEND CODE SECTION 148.12, FEES, OF CHAPTER 148, DEPARTMENT OF PLANNING AND DEVELOPMENT, AND TO REPEAL SECTION 1109.08(k), PARK FEE OF PUBLIC AREAS OF CHAPTER 1109, STANDARDS, OF THE CODIFIED ORDINANCES OF GAHANNA. Kneeland called the meeting for Monday, August 11, 2014 to order at 7:40 PM; first item is for pending legislation Ord-0097-2014. Jones said I am requesting to withdraw this legislation; we will be making some changes based on Council discussion and resubmitting it at a later date. Kneeland clarified the legislation had already had first reading. Recommendation: Postpone Indefinitely; Consent Agenda. ITEM - From the Director of IT 2014-0106 IT Supporting Docs 1. Renewal of ISDN Prime (ISN PRI) with AT&T City of Gahanna Page 1 Committee of the Whole Meeting Minutes August 11, 2014 Gaydos said our current contract with AT&T for ISDN PRI is expired; this makes it subject to rate increases of an unknown amount; have provided a contract for 36 months that I am requesting we accept; I did obtain a cost quote for 12 and 24 months where costs are higher; if we use the 36 month option and decide to upgrade during the contract period, no termination fees would apply; can share additional cost information or answer any questions. Jolley said what is the protocol we are on currently. Gaydos said it is ISDN PRI; not an analog circuit; the alternative is SIP (Session Initiation Protocol) trunking; our current phone system can do SIP trunking which we should investigate; it would not be a quick solution requiring 6 to 9 months. Jolley said this contract would be good since it is locking in for less, unless we are going to upgrade; would we be able to upgrade within the existing contract with AT&T or change to the different technology. Gaydos said we can change without any penalties. Jolley said we can lock in this low rate; then look at SIP trunking within the next 36 months; there is no down side or cancellation fees or other charges. Gaydos said yes. Jolley said are there any other providers of this technology. Gaydos said yes; have not done cost comparisons for SIP. Jolley said what about for PRI. Gaydos said we receive State Term Pricing; believe that is as low as we can get. Kneeland said what action are you requesting tonight. Gaydos said approval for the contract. Larick said on what term will the contract be based. Gaydos said am requesting emergency if Council feels this is appropriate to expedite. Larick said back to the original request; it was for 3 years but some other options have been talked about. Gaydos said the contract presented is for 36 months; that is what I am asking for. Larick said can you step back and provide the costs of the different terms. Gaydos said yes; a 12 month term is $1743; a 24 month term is $1343; the 36 month is $970. Kneeland said what are the penalties for early termination. Gaydos said as long as we continue with AT&T they would consider it an upgrade and not charge termination fees. Angelou said we could change to SIP trunking with no cancellation fee. Gaydos said yes; would provide the different service; we are not prepared today to move to an SIP environment. Angelou said I think we should do the 3 year contract. Jolley said the 36 month contract is half as much as the 12 month and it gives the opportunity to upgrade with no penalty; not seeing any down side. Kneeland said the thing we are struggling with is, there are other carriers that potentially could service this; not opposed to locking in for 3 years; think we could eventually get good deal by having several carriers; struggle is there is other technology out there, but we City of Gahanna Page 2 Committee of the Whole Meeting Minutes August 11, 2014 are under pressure to get this signed because we are out of contract now; AT&T does not typically notify as they like to collect the higher rate; if we sign for this term and then go with another carrier we do have to worry about early termination fees; part of my angst over this whole thing. Angelou asked how long have we been with AT&T. Kneeland said forever. Angelou said we have gotten good service with them; how much over contract have they been charging us since it expired. Gaydos said there is no formula for that; one example is from $1100 to $1500; peers have had one go up as much as $2800. Angelou asked if other communities are with AT&T. Gaydos said it varies. Kneeland asked for any other questions. Renner said Gaydos recommended this contract at the beginning of discussion; stand that we should move forward with this on consent agenda. Kneeland said you want emergency language. Gaydos said the risk is we may be charged the unknown additional fee. Kneeland said do we want this with waiver and emergency so we can move forward and have the Mayor sign the contract and lock in rates. Council agreed. ITEM - Clerk of Council 2014-0109 Document Management Solution Memos 1. Document Management Solution Project McWilliams said Larick and I discussed bringing you an update on records solutions discussed in June; we felt it was appropriate to get 2 more proposals for comparison; currently looking at the 3 together; it is not apples to apples with licensing or software; where we are now is reviewing all 3. Kneeland said how soon will we have additional information. McWilliams said waiting on last one; there was a lot of "to be determined" and we could not move forward with that. Larick said what do we need to do a first reading. Kneeland said can be done by title only. Larick said does anyone have a concern about doing a first reading. McWilliams said then it would come back to committee to discuss the different proposals; in the interim will also discuss at the Mayor's staff meeting; need them to understand the solution and that a vendor will come in and provide specifics and a timeline. Angelou said if we are going to select potentially between 3 different vendor solutions, why not just wait and then put it on and waive 2nd reading rather than just putting a title there. Leeseberg said it lets everyone know we are moving forward with the process. Angelou said City of Gahanna Page 3 Committee of the Whole Meeting Minutes August 11, 2014 we will not have made any decision on what it will be until we have the additional proposals; makes better sense to me to wait. Larick said we have a unique legislative process; either way is fine. Kneeland said we will discuss when information received and plan to potentially waive second reading. Recommendation: Back to Committee of the Whole when information received. Della Brandenberger, Reporting Kimberly McWilliams, CMC Clerk of Council APPROVED by the Committee of the Whole, this day of 2014. Brian D. Larick City of Gahanna Page 4