2021-40 CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES,MINNESOTA
DATE: July 26,2021 RESOLUTION NO: 2021-40
MOTION BY: McDonald SECONDED BY: Campion
RESOLUTION ACCEPTING THE SCANNING SERVICES PROPOSAL FROM SCANNING
AMERICA FOR THE ELECTRONIC CONVERSION OF CITY PAPER DOCUMENTS
WHEREAS,the city maintains a large number of paper records currently stored in rolling files,
file cabinets and in various storage rooms in City Hall; and
WHEREAS,the city implemented Laserfiche, an electronic document management system to
scan and store paper documents to make them easily accessible but lacks the staff time to process the
backfile documents into this system; and
WHEREAS,the space occupied by the rolling files can be repurposed as office space for new
employees; and
WHEREAS,electronic documents were identified as a high priority need to improve operations
efficiency, service speed, service quality and remote work capabilities across all City functional areas;
and
WHEREAS, General Fund reserves increased by $1.4 million in 2020 due to 2020 CARES
funding for General Fund activities and 2020 permit revenues in excess of budget; and
WHEREAS, scanning services were included in the list of high priority technology projects to
be funded from use of$400,000 of available fund balance in the General fund to continue operational
improvements.
NOW THEREFORE,BE IT RESOLVED by the City Council of the City of Chanhassen,
Minnesota, as follows: Approves the purchase of scanning services from Scanning America to convert
city paper documents to digital formats with a total cost of$152,932.06 to be funded from use of
available General Fund reserves.
Passed and adopted by the Chanhassen City Council this 26th day of July, 2021.
ATTEST:
HUB , (T
Laurie Hokkanen,City Manager Elise Ryan. Mayor
YES NO ABSENT
Ryan
McDonald
Campion
Rehm
Schubert