02-05-1990 WS - Laserfiche WebLink

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t MEMO TO: MAYOR AND CITY COUNCILll \--7.42-Y71 //6)FROM: CLERK-ADMINISTRAT 4$i/ 411Ok DATE: JANUARY 11 , 1990 SUBJECT: CITY HALL ANSWERING MACHINES Pursuant to the request of Councilmember Quick, the City ' s Management Team has discussed the feasibility of installing answering machines in City Hall that would provide for the ability of residents or other individuals to leave messages during non City Hall hours. As part of our discussions Police Chief Ramacher surveyed various police agencies in the metropolitan area and learning that approximately 50% of those contacted used this type of system, whereas the other 50% had machines communicating messages similar to the one at Mounds View City Hall at this time. Chief Ramacher indicated that the departments using answering machines which took messages had specific individuals assigned the responsibility for reviewing the messages and forwarding them to appropriate individuals for a response. An investigation of the various answering machines currently available on the open market revealed that a machine of • heavier duty to handle the anticipated call loads we might receive over a weekend would require the expenditure of between $100 and $200 per machine dependent upon the length of tape, whether or not the machine had a two tape system, one for taking messages and one for the message we wished to communicate or a single tape system, and the size of tapes to be used. It was concluded that two machines would be necessary, one for police and one for City Hall , and that each area would establish its own system for reviewing messages and forwarding them for the appropriate individuals. Although we recognize that this would require additional staff time, dependent upon the number of messages burden. Concern did arise, however, over the question of whether or not the City Council expected to receive regular reports regarding the messages received on these machines. Should the Council expect formal reports regarding the functioning of these machines, we would anticipate that additional and potentially substantial staff time might be required to transcribe the information in a manner that would be appropriate for Council and public consumption. If the Council does not expect reports regarding the functioning of these machines, it would be our anticipation that the normal review of tapes and forwarding of messages to appropriate staff members would not be significant . Contingent upon the expectations of the Council with respect • to receiving reports on the operation of these answering