Council flags Iron Mountain storage invoice, discusses device purchases and budget lines

Council members reviewed an Iron Mountain invoice included in the meeting packet and discussed budget lines that might cover an unbudgeted document-digitization cost and related items. City Administrator Miss Duchstein told council the city had digitized records at an approximate cost of $8,700 and that an Iron Mountain final invoice is included in the meeting packet. She noted the invoice showed storage charges and that the city will likely need to appropriate funds to cover continuing monthly storage costs.

Resident Annalise Clear noted the invoice included a storage charge of $180 for the period listed and cautioned that, if continued, that would amount to roughly $1,000 for the rest of the year. Council discussed options for paying the immediate invoice difference (about $200) and for covering future recurring charges by moving funds between line items or making a formal appropriation.

Separately, council discussed replacement or additional city devices (computers) that were not included in the 2025 budget. Administration said an appropriation would be needed; a ballpark number of about $4,500 was cited for the purchase. Councilmembers asked administration to prepare appropriation legislation and identified possible internal line movements to cover the expense if appropriate.

Council also noted some emails and attachments may have been lost during the city’s migration from Gmail to Outlook, which contributed to missing documentation in public records requests and resident inquiries. Administration said it would circulate the budget materials and answer questions in advance of Budget & Finance committee meeting and prepare appropriation legislation if council directs it to do so.