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City committee: off‑site records contract with Iron Mountain exceeds 2025 appropriation; 2026 budget must absorb costs
Summary
Committee members learned a signed contract with Iron Mountain for records storage includes a one‑year $180/month fee plus an $800 return shipment and cancelation penalty, pushing the project above the $10,000 appropriation and prompting requests to add roughly $1,700 to the 2026 budget or leave files off‑site until contract end.
Madam Chair and staff told the Rules & Public Policy Committee on Nov. 5 that a previously executed contract with Iron Mountain requires payment for a full contract term and additional fees to retrieve or cancel storage earlier than the contract end date.
A staff member reported that the city has been paying "$180 a month" for off‑site storage, and that ending the contract now would still require paying the monthly charge for the year plus an "$800 fee to ship it back to you and a $200 fee to cancel the contract," while leaving the records at Iron…
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