Budget Request 2019-2020
Detailed Decision Package


Information Technology
Phone and Voicemail Systems
The package is to replace the City’s networked VoIP phone and voicemail systems, including approximately 200 handsets and peripheral devices, which were purchased in 2009.
Background
The City’s VoiP NEC v8100 phone system and T3 voicemail system were purchased in 2009 and span all main facilities across the network including the three fire stations and the Police facility. There are an estimated 200 phones on the system (a large variety of types and features). There are also built-in redundancy and failovers for both systems, which increases the replacement costs but provides a stable, reliable business environment.
Current situation
The current phone and voicemail system will be over 11 years old if replaced in 2020. The system programming was upgraded in 2014 but we are still nearing end-of-life. The phone handsets throughout the City (upwards of 200) are breaking more regularly and new handsets are excessively expensive ($400-$500 each) if they can even be found. We have opted to replace with refurbished phones (approx. $250 each), but expect they will be increasingly difficult to find. Our phone vendor highly recommends that the system is replaced as soon as funding is available. Auto-Attendants are built into the voicemail system and are an essential part of daily business operations. There are two voicemail systems, one at City Hall and the other at the Police Facility, for redundancy in the event of equipment failure; however, both systems are regularly needed for full capacity of the system.
Proposed solution
Form a city committee to analyze needs and review current technologies. Replace the phone  and voicemails systems no later than 2020.
Expenditure Calculations and Assumptions
Figures are estimates only. Actual funding requirements will be updated once the Committee has researched current technologies and a recommendation has been made.
Under expenditure calculations – This decision package’s funding will be prorated between General Fund, Streets, CWFD, Cemetery, Stormwater, Solid Waste and Water/Sewer since all these programs benefit from the technology. The estimated split between the governmental funds and utility funds will be 50/50.