Special Council 01-22-18

Prepared By: Clerk Poppe CITY OF HAYWARD SAWYER COUNTY, WISCONSIN SPECIAL CITY COUNCIL MEETING Monday, January 22, 2018 MINUTES The meeting was called to order by Mayor Munich at 6:00 p.m. Roll Call Council Present: Mayor Munich, Ald. Gillis, Ald. Johnson, Ald. Kennell, Ald. Kreyer, Ald. Miller, Ald. Swan and Ald. Williamson Council Absent: Ald. Voight Others Present: Attorney Kelsey, Chief Clapero, Clerk Poppe and Frank Zufall Pledge of Allegiance The Pledge of Allegiance was recited. Costs associated with the purchase and maintenance of new records management software for the Police Department The council members were provided with a copy of a Shared Agency Computer Software End User License Agreement; Purchase and License Agreement; and Purchase Agreement – Exhibit B from Spillman Technologies Inc. prior to the meeting for their review. Attorney Kelsey stated that he spoke with Danny Adams from Spillman Technologies Inc. in order to clarify some items in the purchase agreement. Attorney Kelsey stated that the discount for prepayment of the annual maintenance fee is not listed in the agreement, but can be added upon the request of the City. The agreement between Spillman and the City is still in the negotiation stage, nothing has been finalized. Mr. Adams informed Attorney Kelsey that Spillman is willing to work with the City to reach an agreement. Discussion ensued. A motion was made by Ald. Kennell, seconded by Ald. Miller to authorize Attorney Kelsey to present the following to Spillman: 1. The City agrees to pay $83,445 toward the total software purchase price, this amount to be financed over a five year term at zero percent interest; 2. The City agrees to pre-pay five years of annual maintenance, taking advantage of a ten percent discount; and 3. At the end of the five year maintenance pre-payment period, Spillman agrees not to raise the annual maintenance fee more than two percent per year based on the original $7,801 annual fee. Roll Call Vote: Ald. Gillis – yes; Ald. Johnson – yes; Ald. Kennell – yes; Ald. Kreyer – yes; Ald. Miller – yes; Ald. Voight – yes, Ald. Williamson – yes. Motion carried. Ayes (7), Nays (0) A motion was then made by Ald. Kennell, seconded by Ald. Williamson to use $16,689 of the funds budgeted in 2018 for contingencies to cover the first year’s software purchase payment. Roll Call Vote: Ald. Gillis – yes; Ald. Johnson – yes; Ald. Kennell – yes; Ald. Kreyer – yes; Ald. Miller – yes; Ald. Voight – yes, Ald. Williamson – yes. Motion carried. Ayes (7), Nays (0) Adjournment A motion was made by Ald. Gillis, seconded by Ald. Kennell to adjourn. The meeting was adjourned at 6:25 p.m. ________________________________ ________________________________ *Charles J Munich, Mayor *Lisa Poppe, Clerk-Treasurer