HomeMy WebLinkAbout26 - BA-061 - Unbudgeted 800 MHz Radio System ExpensesCITY OF NEWPORT BEACH
POLICE DEPARTMENT
June 14, 2001
June 26, 2001
Item No. 26
TO: Honorable Mayor, Members of the City Council and City Manager
FROM: Bob McDonell, Chief of Police
Tim Riley, Captain
SUBJECT: Appropriation for Unbudgeted 800 MHz Radio System Expenses
RECOMMENDATION:
Appropriate $41,500 to the below accounts' from interest earnings in the 800 MHz
Escrow account for a portion of the unanticipated /unbudgeted costs related to the
implementation of the 800 MHz Radio system. The City Manager has approved the
recommendation.
Budget Number
Amount
7011-C1820504
$9,980
1820 -8030
$27,589
1820 -8204
$3,931
Expenditure detail found in Appendix A.
BACKGROUND:
The City of Newport Beach is a participating member in the 800 MHz Countywide
Coordinated Communications System. As a member, the City has contributed to an
escrow account that has held funds to be disbursed to Motorola for specified equipment
and related installation charges. While the expenses identified under the contract with
Motorola have been paid out of the escrow account, many unanticipated costs were not
identified by Motorola or the Orange County Sheriff's Department during contract
negotiations. Member law enforcement agencies were responsible for providing
additional parts, equipment and facility preparation that were mandatory for
implementing the conversion to the new radio system. However, those related
improvements and costs were not identified until County and Motorola staff completed
site visits, just prior to installation.
Some of the items, such as a complex antenna system for the roof of the Police Facility
($13k), sophisticated cables and headset interface units for the motorcycles ($8k),
800 MHz Radio System Expense Reimbursement Request
Page 2
additional batteries for the portable radios ($6.5k), and remote microphones for the
portable radios ($3k) were very expensive. While similar types of items were in use by
our Department with the old radio system, these newly engineered versions of the
equipment had to be replaced with the 800 MHz system. Many of these costs to the
individual agency were not known when the County of Orange negotiated the contract
with Motorola and therefore, were not identified in the original contract. In fact, since
the contract was negotiated, there have been entire new generations of equipment
substituted, making the identification of some of the costs associated with
implementation virtually impossible until reaching the point of installation.
DISCUSSION:
Since November of 2000, the Police Department has incurred over $43,000 in expenses
related to the preparation for and successful implementation of the 800 MHz system.
While we knew there would be additional costs, the specific nature and itemization were
not known in advance, and therefore not contained in the 800 MHz budget. Police
Department funds that had been earmarked in our existing budget for building
improvements and repair were diverted in order to cover those expenses on an interim
basis until all of the costs were known and a request could be made for a specific
appropriation. During our budget review with the City Manager, we advised him on the
status of the 800 MHz project and that a supplemental appropriation to cover these
unspecified costs would be forthcoming, once implementation was complete. We
believe we have now satisfactorily identified those additional costs.
As a result, we are requesting the specified appropriation so we are properly funded to
complete building repairs and equipment purchases planned for this fiscal year. The
City recently was notified that accrued interest totaling $54,770 in the 800 MHz escrow
account was available and therefore could be used for the uncovered, but related
expenditures identified in this report. The Public Works and Fire Departments will use
the remainder of the interest accrual installment for similar related expenses involving
the 800 MHz installation in their Departments. We are told a number of cities have
utilized their interest earnings to offset the very expenses mentioned above, and we
would recommend a similar approach.
Submitted by,
Tim Riley, Captain
SUPPORT SERVICES DIVISION
Approve by,
ob McDonell
CHIEF OF POLICE
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City of Newport Beach
BUDGET AMENDMENT
2000 -01
EFFECT ON
BUDGETARY FUND BALANCE:
Fund Account
Increase Revenue Estimates
X
010 3605
Increase Expenditure Appropriations
REVENUE ESTIMATES (360 1)
Transfer Budget Appropriations
SOURCE:
Description
1820 4858
from existing budget appropriations
X
from additional estimated revenues
Description
from unappropriated fund balance
EXPLANATION:
NO. BA- 061
AMOUNT: Eal,soo.00
Increase in Budgetary Fund Balance
AND Decrease in Budgetary Fund Balance
NX No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase revenue and expenditures estimates related to the 800 MHz Radio System.
ACCOUNTING ENTRY:
Amount
BUDGETARY FUND BALANCE
Debit
Fund Account
Description
010 3605
General Fund Balance
REVENUE ESTIMATES (360 1)
Fund /Division Account
Description
1820 4858
Refunds & Rebates from Other Govts $41,500.00
EXPENDITURE APPROPRIATIONS (3603)
Description
Division
Number 7011
Facilities Rehab & Remodel
Account
Number C1820504
Police Facility Maintenance
Division
Number 1820
PoliceSupport - Services
Account
Number 8030
Maintenance & Repair - Equipment
Division
Number 1820
PoliceSupport - Services
Account
Number 8204
Uniform Expense
Division
Number
Account
Number
' Automatic System 1
Signed:
Financial Approval: Administrative Services Director
Signed:
Administrative Approval: City
Manager
Signed:
City Council Approval: City Clerk
Credit
$9,980.00
$27.589.00
$3,931.00
Date
D ate
Date