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5.d) Addendum to Communications Subscriber Agreement with Washington County Meeting Date: 08/16/ 011 Agenda Item: i-J-`r� City Council Agenda Report City of Scandia 14727 209�` St.North Scandia, MN 55073 (651) 433-2274 Action Requested: Approve an Addendum to the Communications Systems Subscriber Agreement with Washington County to add a subsection on the new radio repair fund. Deadline/Timeline: N/A Background: • The 800 MHz Radio System Advisory Board and users of the public safety radio system have been discussing the most economical way of repairing the Motorola radios as warranties have expired. • The group developed a proposal to create a self-insurance type of repair fund. Users will be invoiced $1 per radio per month to build the fund's balance to $16,000. Fee collection will then cease unless and until the balance drops to $5,000, at which time the fee collection would resume until the balance once again reaches $16,000. • Most radio repairs (not replacements or accessories) will be covered. The cost will be significantly less than purchasing extended warranties, and more predictable than each agency bearing its own repair costs. • The County Board has approved the amendment to the agreement, which now must be approved by each municipality. Recommendation: Staffrecommends that the Council approve the Addendum to the Subscriber Agreement. Attachments/ • Letter dated August 5, 2011 from Dean Tilley, Radio System Materials provided: Manager • Agreement Contact(s): Dean Tilley, (651) 430-7863 Prepared by: Anne Hurlburt, Administrator (public safety radio repair fund addendum) Page 1 of 1 08/08/11 ���0�' Office of the Sheriff ^ J��°�"°� � � � �� Commitment to ceCCence � ' �' � William M. Hutton Sheriff ����I��� Daniel Starry ( Chief Deputy August 5� 2�1 1 ��:�-6� J �){.y�� Anne Hurlburt,City Administrator CITY OF 5CP.NDIA City of Scandia "�!� 14727 209th Street North Scandia, Minnesota 55073 Anne Hurlburt, "The 800 MHz Public Safety Radio System Advisory Board met on March 11,2011. There was discussion about the Motorola warranty on the portable and mobiles that are in use across the county. Many of these warranties have already started expiring as of June of 2011. A self insurance program was proposed and most cities were present for the discussions on this and have received information about this program in e-mails and letters. All users of the radio system have agreed in principal to this self insurance program. On July 26, 2011, The County Board approved the addendum to the Communications System Subscriber Agreement that each city has with the County. Your city will be asked to review this addendum and approve it your next city council meeting. Once that is complete,we will start to invoice these funds for the radio repair fund. Enclosed with letter is the Addendum to the Communication System Subscriber Agreement that has been signed by the County Board. Please review this addendum and when it has been approved by your city, please return it to me to be added to the Agreement that I have on file here. If you have any questions,please feel free to contact me. S' erely, � � Dean Tilley Radio System Manager Washington County Sherif�s Office 651-430-7863 Law Enforcement Center • 15015 62nd Street North—P.O. Box 3801,Stillwater, Minnesota 55082-3801 Phone: 651-430-7600 • Fax: 651-430-7603 • TTY: 651-430-6246 www.co.washington.mn.us Equal Employment Opportunity/Affirmative Action This agreement hereby amends the Communications System Subscriber Agreement(hereinafter Agreement) between Washington County(hereinafter County)and the City of(name of the City) hereinafter USER) as follows: Paragraph 3 of the Agreement is amended by adding the following subsection 3.2.1: Radio Repair Fund Addendum to the Communications Svstem Subscriber A�reement 3.2.1 Radio Repair Fund USERs who agree to join the Radio Repair Fund will be billed $1.00 per month per radio until a fund balance of $16,000.00 is reached, at that time fee collection will be discontinued. When the fund balance drops to $5,000.00 the Radio Repair Fee will be billed again until the fund balance is back to$16,000.00. All USERs may join the Radio Repair Fund at start of the program. After the initial start of the Radio Repair Fund, USERs that want to join the program can do so on January is`of any year.Any USER can withdraw from the Radio Repair Fund with a 30 day written notice to the Radio System Manager.There will be no reimbursement of fees collected for the Radio Repair Fund. The Radio Repair Fund fees will be segregated in the Radio System budget and will only be used for the repair of USER's portable, mobile and consollette radios.The Radio Repair funds will not be used for the replacement or purchase of batteries, shoulder microphones, antennas or any other accessory for the radios. Any radio submitted for repair that appears to have been damaged by misuse or neglect will not be repaired using the Radio Repair fees. Any radio that cost more to repair than replace will not be repaired by the Radio Repair fund and will need to be replaced by USER. Radio repair or replacement decisions will be made with input from the USER and the Radio System Manager. Any dispute can be brought to the 800 Public Radio System Advisory Board for review. All other terms and conditions of the Agreement unless expressly amended herein remain in full force and effect. USERS, having signed this amendment, and the County having duly approved this amendment on the_26th_day of _July�_2011J and pursuant to such approval,the proper County officials having signed this amendment,the parties hereto agree to be bound by the provisions herein set forth. WASHINGTON COUN CITY OF (name of the City) ��n�� l � � rla��r Tit!e �7�1�►�i� Date 8l �lll Washington County Date Approv d as to orm: 7 � Assistant Washington County Attorney