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Monona authorizes up to $80,000 to replace failing door access system
Summary
City staff reported an aging server running the key‑tag door access system failed; after reviewing vendor quotes the council authorized up to $80,000 from operating fund balance to replace the system and controllers to protect staff access and security.
The council approved an emergency allocation of up to $80,000 May 4 to replace the city’s aging door access control system after staff reported the server that configures key tags and access schedules failed.
Director Kimball described two vendor options: a partial fix (replace server and controllers in place) estimated roughly $40,000, or a full system replacement with new controllers and centralized wiring—preferred by IT—estimated at $75,000–$80,000. Kimball said the full replacement would be more portable to a future civic building and would reduce the risk of repeated failures.
Neil told council staff had tried to delay replacement until a building decision, but the server failed unexpectedly. He said temporary manual procedures exist for primary facility entry but the inability to add or remove key cards creates operational and security risk, especially during a season of hiring. Kimball said vendors estimate about one month to complete a full replacement and programming of roughly 42 doors.
After discussion over funding sources and the timing of finance staff input, council moved and approved the allocation from operating fund balance. The motion passed on a roll‑call vote.
