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• FALCON HEIGHTS CITY COUNCIL MINUTES -2- July 28, 2004 POLICY AGENDA: Consideration of an IP Telephony S,, stem Administrator Worthington said that in1997, the City purchased the current phone system, manufactured by Inter-Tel. This system has begun to show signs of its age, and has become increasingly expensive to maintain. Staff began discussions with the City of Roseville last year regarding the installation of a new IP Telephony system, which would operate over the fiber network that has been installed between most of the communities in Northern Ramsey County. Because this system does not rely on land-lines for communication, it costs approximately $5,000 less to operate each year. Staff prepared an analysis of the IP Telephony system, and found that the capital costs associated with this installation could be recovered in approximately 24 months of service due to the savings represented in toll charges on the existing phone system. In the 2004 CIP Budget, $8,000 was allocated for the replacement of the City's phone system. The total capital cost of this installation is estimated at $9,980, with an estimated cost of $7,500 per year in operating costs. The current system cost the City $16,790, and costs an estimated $11,199 per year to operate. Since we will begin saving money immediately on this change- . over, staff estimates that the additional $1,980 over the budgeted amount can be recouped on toll charges, which would amount to approximately $3,300 over afour-month period. This system will be quite a bit cheaper and permits the City to have redundancy because of a wider range of feeders that will be available. The sound quality and reliability are excellent. It can be expanded up to 40 direct dial lines and will be E-911 capable. The software will be continually upgraded. The disadvantage: The City's phone numbers will have to be changed but the switchover will occur about nine months before the new phone books come out. Mayor Gehrz asked Mr. Terre Heiser, Roseville IT Department, to give a brief overview of the IT Telephony System and he did so. Council member Kuettel asked if there are occasions when fiber optic lines go down. Mr. Heiser said that a good portion of the optic fiber in the area is aerial and maintained by Comcast. Nothing of this nature has happened in four years. Council member Lamb asked about hardware ownership. Mr. Heiser said that all of the stations and analog adapter premises equipment will belong to Falcon Heights. Roseville owns the servers and the software licensing. Council member Lamb asked who owns the router and Mr. Heiser said Falcon Heights does. It was purchased about four years ago. Anything in the building belongs to Falcon Heights. Council member Lamb asked when the transfer will occur and Administrator Worthington said that is yet to be determined. The new phone number will be • 651-792-7600. Mr. Heiser said the project isn't very difficult and the labor is covered in the current joint powers agreement.