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Committee authorizes up to $80,000 to replace aging door access control system
Summary
The committee approved a budget amendment authorizing up to $80,000 to replace the city’s aging door-access server and controllers after staff said the existing server is no longer accessible; staff outlined a lower-cost server/controller repair (~$20,000) and a full-system replacement ($75,000–$80,000).
The Finance Personnel Committee voted May 4 to amend the 2026 operating budget to allow up to $80,000 for replacement of the city’s door access control system after staff said the existing server that manages badge access is no longer accessible.
Director Kimball (Leah) told the committee the server is more than 15 years old and the city can no longer make changes to schedules or add and remove users because the server has become inaccessible. She said staff sought quotes and presented two options: a targeted replacement of the server and door controllers, estimated "about $20,000," or a full replacement of the system—including a new server, controllers, new wiring and centralized routing—estimated between "$75 and $80,000." Kimball said the resolution should reflect the higher figure if the committee opts for full replacement.
Finance staff explained funding choices: pay now from the general fund operating balance or wait until year-end to use capital-project savings if available. Staff said either approach would keep the city within its reserve policy and noted an expected surplus in interest income could offset part of the cost. Committee members agreed the work should not be delayed; one member noted physical keys could be used temporarily for exterior doors.
A motion to approve the budget amendment with an authorization "up to $80,000" carried by voice vote. Administration said the full-system option would be easier to expand or transfer to new buildings in the future.
