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Item No. 8M <br />Meeting Date: June 27, 2005 <br />Type of Business: CB <br />WK: Work Session; PH: Public Hearing; <br />CA: Consent Agenda; CB: Council Business <br />City Administrator Review _______ <br /> City of Mounds View Staff Report <br />To: Honorable Mayor and City Council <br />From: Jim Hess, Engineering/IS Technician <br /> <br />Item Title/Subject: Resolution 6565 Approving and Authorizing the <br />Conversion to an IP (Internet Protocol) based <br />Phone and Voice Mail System with the City of <br />Roseville, as part of the City Hall Renovation <br />Project, and Authorizing the Revision of the Joint <br />Power Agreement with the City of Roseville for <br />Use and Support of the IP System <br /> <br />Background: <br />On April 25, 2005, the City Council approved the preparation of plans and <br />specifications for the City Hall Rehabilitation Project. During the construction <br />phase of this project staff will need to vacate the building. The current plan is to <br />move the police department to the new Ramsey County Building in Arden Hills <br />and the rest of the staff to the community center. <br /> <br />Discussion: <br />One of the first steps in the City Hall Renovation Project is to plan for the <br />relocation of all City Hall staff. The police department will be locating to the new <br />Ramsey County Sheriffs office building in Arden Hills. All other staff will be <br />moving to the Community Center. Moving the phone and voicemail system as <br />well as the computer network must be addressed before staff can relocate. The <br />time to set up these systems at two different locations is anticipated to take <br />several weeks and involve the use of various consultants. <br /> <br />Staff has consulted with the City of Roseville’s IT staff and Acticor, the city’s <br />current phone system vendor, on the expenses involved. To move the existing <br />phone and voicemail system to two locations would require the purchase of an <br />additional phone and voicemail system for the second location. Acticor has <br />indicated that it would cost considerably more to keep the existing system <br />operational during the move than is would be to convert to an IP Telephony <br />system. <br /> <br />In an IP based system the phones are connected to the same wiring as the <br />computer network. This technology allows for the ability to use one system at <br />several sites. IP phones are configured using software, much like computers.