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Finance committee refers Key Cafe key-management pilot to staff to explore funding options
Summary
The committee reviewed a Key Cafe key-management and shared motor-pool pilot costing $27,393 over three years and, after debate over using the innovation fund versus budgeting the expense, voted to refer staff to review other funding options and return with a recommendation.
The Finance Committee heard a vendor demonstration on May 12 for Key Cafe, a cloud-based key-management system that would track keys in real time, restrict access, and support a shared motor pool across city departments.
Ashley, a Key Cafe representative, demonstrated the system's pin-based authentication, audit trails and remote-access controls and said agencies have used the platform to reduce fleet size by 20'20% in some cases. DPW staff described longstanding problems with keys stored on wall boards, occasional missing keys and the cost of replacement vehicle keys; DPW said a locked, auditable system would improve accountability.
Staff proposed a three-year pilot costing $27,393 (about $9,000 per year), funded from the innovation fund (ARPA interest and related revenue). Committee members debated whether the expense should come from the innovation fund or be built into next year's budget, raised concerns about committing one-time funds to operational software and asked staff to confirm whether the police department could migrate to the same account to avoid duplicate systems.
After discussion, the committee voted to refer the item to staff to identify other funding options and return with a recommendation.
