HomeMy WebLinkAbout227-23 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 227-23
File Number: 2023-1130
911 EQUIPMENT LEASE WITH WASHINGTON COUNTY (RESOLUTION):
A RESOLUTION TO APPROVE A PAYMENT TO WASHINGTON COUNTY FOR REIMBURSEMENT OF
COSTS FOR LEASED 911 EQUIPMENT IN THE AMOUNT OF $220,000.00 AND MAINTENANCE COSTS OF
UP TO $99,000.00
WHEREAS, The City of Fayetteville has been part of the Washington County 911 system since 911 was first
implemented in Washington County in 1988 and this original system was funded by a 5% surcharge on basic local
telephone service on all landline phones located inside Washington County; and
WHEREAS, as cell phones emerged and became more popular, there has been a significant reduction of landline
telephone customers in Washington County and the 5% surcharge does not produce enough revenue to fund the 911
equipment and maintenance; and
WHEREAS, the Public Safety Act approved in 2019 provides a method of funding 911 services for political
subdivisions, subject to the jurisdiction of the Arkansas 911 Board, which allows the City to continue to operate and
maintain a public safety answering point (PSAP); and
WHEREAS, all three PSAPs (Washington County, Fayetteville, and Springdale), along with the University of
Arkansas, handle overflow and default calls and can provide support in emergency situations, so it is critical for the
continuity of operations that they remain on the same 911 system hosted by Washington County; and
WHEREAS, funding from the 2019 Public Safety Act is distributed directly to the City of Fayetteville for its PSAP
every quarter and the City is responsible for reimbursing Washington County for our share of the 911 system to include
maintenance and equipment costs.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a payment to Washington
County for reimbursement of costs for leased 911 equipment in the amount of $220,000.00 and maintenance costs of up
to $99,000.00.
PASSED and APPROVED on October 17, 2023
Page 1
Resolution: 227.23
File Number.' 2023-1130
Page 2
Attest:
:��,•' � �' T `• �� � •tip' �':
Kara Paxton, City CI rr Treasurer '.St 1 A.,
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF OCTOBER 17, 2023
TO:
Mayor Jordan and City Council
THRU:
Mike Reynolds, Police Chief
FROM:
Kathleen Stocker, Dispatch Manager
DATE:
CITY COUNCIL MEMO
2023-1130
SUBJECT: Approval of a resolution to authorize reimbursement to Washington County for
911 equipment and maintenance costs
RECOMMENDATION:
Staff recommends approval of a resolution to reimburse Washington County for leased 911 equipment
in the amount of $220,000 and up to $99,000 in annual maintenance costs.
BACKGROUND:
The City of Fayetteville has been part of the Washington County 911 system since 911 was first
implemented in Washington County in 1988. This original 911 system was funded from a 5% surcharge
on basic local telephone service on all landline phones located inside Washington County. As cell
phones emerged and became more popular, there has been an obvious reduction of landline telephone
customers in Washington County, and today, the 5% surcharge alone does not produce enough
revenue to fund the 911 equipment and maintenance in Washington County.
In 2019, the Arkansas Public Safety Communications and Next Generation 911 Act of 2019 was
passed and replaced the Arkansas Public Safety Communication Act of 1985. This act provides a
method of funding for political subdivisions, subject to the jurisdiction of the Arkansas 911 Board, which
allows the chief executive to implement, operate, and maintain a public safety answering point (PSAP).
This Act also tasked the Arkansas 911 Board with disbursing revenues in the following manner:
Not less than 83.75% of the total monthly revenues shall be distributed on a population basis to
each political subdivision operating a public safety answering point that has the capability of
receiving 911 calls on a dedicated 911 trunk line for expenses incurred for answering, routing,
and proper disposition of 911 calls, including payroll costs, readiness costs, and training costs
associated with wireless, voice over internet protocol (VoIP), and nontraditional 911 calls.
The population is based on the latest federal decennial census.
Certification with the Board is required on an annual basis. This includes providing an explanation and
accounting of funds by the city or county and expenditures of the funds received for the previous
calendar year, along with a copy of the budget for the previous calendar year and a copy of the year-
end appropriation and expenditure analysis.
Page 1
Resolution:
File Number:
2023-1130
Revenue is collected in the following manner:
• Commercial mobile radio services are levied a public safety charge in the amount of $1.30 per
commercial mobile radio service connection that has a place of primary use in the State of
Arkansas. (Wireless communication device such as cell phone).
• Nontraditional telephones are levied a public safety charge in an amount of $1.30 per
nontraditional service connection that has a place of primary use within the State of Arkansas.
• Voice over internet protocol is levied a public safety charge in an amount of $1.30 per month per
voice over internet protocol connection that has a place of use in the State of Arkansas.
• Prepaid Wireless charge — for each retail transaction occurring in this state, a seller of prepaid
wireless services shall collect 10% of the value of the prepaid wireless service.
Advances in technology, such as wireless devices, have largely replaced landlines. Fees collected
from these devices primarily support the funding managed by the Arkansas 911 Board.
DISCUSSION:
Each PSAP (Washington County, Fayetteville, and Springdale), along with the University of Arkansas,
handles overflow and default calls and can provide support in emergency situations. As a result, it's
critical for the continuity of operations that all three PSAPs, along with the University of Arkansas,
remain on the same system; this is why Washington County hosts the 911 system to include the lease
agreements for the equipment and maintenance.
Funding from the 2019 Public Safety Act is distributed directly to the City of Fayetteville for their PSAP
every quarter. Fayetteville, Springdale, and the University of Arkansas are responsible for reimbursing
Washington County for their share of the 911 system, including maintenance and equipment costs.
The equipment lease with Washington County is reimbursed and renewed every five years, and a
maintenance fee is reimbursed to them annually over this five-year term.
BUDGET/STAFF IMPACT:
The Fayetteville Central Dispatch Center has $220,000 for leasing the equipment and $99,000 annual
maintenance costs in the approved 2023 operating budget for this expense.
ATTACHMENTS: SRF (#3), Memo 911 DCOP Recommendations (#4), Patrick Deakins Memo (#5),
AT&T Invoice (#6)
Page 2
== City of Fayetteville, Arkansas
y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2023-1130
Approval of a resolution to authorize reimbursement to Washington County for 911 equipment
and maintenance costs
A RESOLUTION TO APPROVE A PAYMENT TO WASHINGTON COUNTY FOR
REIMBURSEMENT OF COSTS FOR LEASED 911 EQUIPMENT IN THE AMOUNT OF
$220,000.00 AND MAINTENANCE COSTS OF UP TO $99,000.00
WHEREAS, The City of Fayetteville has been part of the Washington County 911 system since 911
was first implemented in Washington County in 1988 and this original system was funded by a 5%
surcharge on basic local telephone service on all landline phones located inside Washington County; and
WHEREAS, as cell phones emerged and became more popular, there has been a significant reduction
of landline telephone customers in Washington County and the 5% surcharge does not produce enough
revenue to fund the 911 equipment and maintenance; and
WHEREAS, the Public Safety Act approved in 2019 provides a method of funding 911 services for
political subdivisions, subject to the jurisdiction of the Arkansas 911 Board, which allows the City to
continue to operate and maintain a public safety answering point (PSAP); and
WHEREAS, all three PSAPs (Washington County, Fayetteville, and Springdale), along with the
University of Arkansas, handle overflow and default calls and can provide support in emergency
situations, so it is critical for the continuity of operations that they remain on the same 911 system
hosted by Washington County; and
WHEREAS, funding from the 2019 Public Safety Act is distributed directly to the City of Fayetteville
for its PSAP every quarter and the City is responsible for reimbursing Washington County for our share
of the 911 system to include maintenance and equipment costs.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a payment to
Washington County for reimbursement of costs for leased 911 equipment in the amount of $220,000.00
and maintenance costs of up to $99,000.00.
Page 1
Chief Mike Reynolds
Submitted By
City of Fayetteville Staff Review Form
2023-1130
Item ID
10/17/2023
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/19/2023 CENTRAL DISPATCH (260)
Submitted Date Division / Department
Action Recommendation:
Staff recommends approval of a resolution to reimburse Washington County for leased 911 equipment in the
amount of $220,000 and up to $99,000 in annual maintenance costs.
1010.260.2600-5309.00 and
1010.260.2600-5401.00
Account Number
Project Number
Budgeted Item? Yes
Does item have a direct cost? Yes
Is a Budget Adjustment attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Item Cost
Budget Adjustment
Remaining Budget
General
Fund
Project Title
$ 356,406.00
$ 28,727.39
$ 327,678.61
$ 319,000.00
8,678.61
Previous Ordinance or Resolution #
Approval Date:
V20221130
1pr, CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF OCTOBER 17, 2023
TO: Mayor and City Council
THRU: Mike Reynolds, Chief of Police
FROM: Kathleen Stocker, Dispatch Manager
DATE: September 19, 2023
CITY COUNCIL MEMO
SUBJECT: Approval of a resolution to authorize reimbursement to Washington County
for 911 equipment and maintenance costs.
RECOMMENDATION:
Staff recommends approval of a resolution to reimburse Washington County for leased 911
equipment in the amount of $220,000 and up to $99,000 in annual maintenance costs.
BACKGROUND:
The City of Fayetteville has been part of the Washington County 911 system since 911 was first
implemented in Washington County in 1988. This original 911 system was funded from a 5%
surcharge on basic local telephone service on all landline phones located inside Washington
County. As cell phones emerged and became more popular, there has been an obvious
reduction of landline telephone customers in Washington County, and today, the 5% surcharge
alone does not produce enough revenue to fund the 911 equipment and maintenance in
Washington County.
In 2019, the Arkansas Public Safety Communications and Next Generation 911 Act of 2019 was
passed and replaced the Arkansas Public Safety Communication Act of 1985. This act provides
a method of funding for political subdivisions, subject to the jurisdiction of the Arkansas 911
Board, which allows the chief executive to implement, operate, and maintain a public safety
answering point (PSAP).
This Act also tasked the Arkansas 911 Board with disbursing revenues in the following manner:
• Not less than 83.75% of the total monthly revenues shall be distributed on a population
basis to each political subdivision operating a public safety answering point that has the
capability of receiving 911 calls on a dedicated 911 trunk line for expenses incurred for
answering, routing, and proper disposition of 911 calls, including payroll costs, readiness
costs, and training costs associated with wireless, voice over internet protocol (VoIP),
and nontraditional 911 calls.
• The population is based on the latest federal decennial census.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Certification with the Board is required on an annual basis. This includes providing an
explanation and accounting of funds by the city or county and expenditures of the funds
received for the previous calendar year, along with a copy of the budget for the previous
calendar year and a copy of the year-end appropriation and expenditures analysis.
Revenue is collected in the following manner:
• Commercial mobile radio services are levied a public safety charge in the amount of
$1.30 per commercial mobile radio service connection that has a place of primary use in
the State of Arkansas. (Wireless communication device such as cell phone).
• Nontraditional telephones are levied a public safety charge in an amount of $1.30 per
nontraditional service connection that has a place of primary use within the State of
Arkansas.
• Voice over internet protocol is levied a public safety charge in an amount of $1.30 per
month per voice over internet protocol connection that has a place of use in the State of
Arkansas.
• Prepaid Wireless charge — for each retail transaction occurring in this state, a seller of
prepaid wireless services shall collect 10% of the value of the prepaid wireless service.
Advances in technology, such as wireless devices, have largely replaced landlines. Fees
collected from these devices primarily support the funding managed by the Arkansas 911
Board.
DISCUSSION:
Each PSAP (Washington County, Fayetteville, and Springdale), along with the University of
Arkansas, handles overflow and default calls and can provide support in emergency situations.
As a result, it's critical for the continuity of operations that all three PSAP's, along with the
University of Arkansas, remain on the same system; this is why Washington County hosts the
911 system to include the lease agreements for the equipment and maintenance.
Funding from the 2019 Public Safety Act is distributed directly to the City of Fayetteville for their
PSAP every quarter. Fayetteville, Springdale, and the University of Arkansas are responsible
for reimbursing Washington County for their share of the 911 system to include maintenance
and equipment costs. The equipment lease with Washington County is reimbursed and
renewed every five years, and a maintenance fee is reimbursed to them annually over this five-
year term.
BUDGET/STAFF IMPACT:
The Fayetteville Central Dispatch Center has $220,000 for leasing the equipment and $99,000
annual maintenance costs in the approved 2023 operating budget for this expense.
Attachments:
Memo from Washington County
Copy of the ATT Invoice to Washington County
PATRICK W. DEAKINS 280 North College, Suite 500
County Judge Fayetteville, AR 72701
C . )
OFFICE OF THE COUNTY JUDGE
WASHINGTON COUNTY, ARKANSAS
September 18, 2023
City of Fayetteville, Arkansas
ATTN: Mayor Lionel Jordan
Dear Mayor Jordan:
As you likely recall, Washington County has managed the county wide 911 system since its
implementation in 1988. The original system was funded from a five percent surcharge on basic
local landline telephone service within Washington County. However, due to the decrease in
landline phones and the increase in wireless phones, the surcharge no longer produces enough
revenue to fund the 911 equipment and maintenance for each Public Safety Answering Point
(PSAP).
It is extremely important to keep our hosted system together for continuity of operations of
the 911 system in Washington County. Each PSAP handles overflows and default calls in addition
to backing up each other in emergency situations, such as evacuations. There are currently four
PSAP locations in Washington County — Washington County, Fayetteville, Springdale, and the
University of Arkansas. Last year, Washington County agreed to manage the five-year lease
agreement with AT&T for 911 equipment and maintenance costs with the expectation that each
location would reimburse the County for it's share of the costs each year.
The Fayetteville Central Dispatch portion of the reimbursement for equipment is $220,000
which is paid in the first year of the lease. There is also an annual maintenance cost of $99,000.
The Arkansas 911 Board may reimburse some of the maintenance costs based on the percentage of
911 calls received at each answering point each year. Once those reimbursements are received,
Washington County will determine the amount left to pay and will invoice accordingly.
I hope this letter assists the City as it budgets for FY2024. Should you have any questions
or concerns, please do not hesitate to contact me.
Sincerely,
Patrick W. Deakins
Telephone: 4791444-1700 • FAX: 479 / 444-1889
rdeakins@waskingtoncountyar.gov
att.com
% �N=R AT&T
Monthly Statement
Previous Bill .00
Payment .00
Adjustments .00
Balance .00
Current Charges 640,000.00
Total Amount Due $640, 000.00
Amount Due in Full B May 31, 2023
L Billing Summary
Online: att.com/myatt Page
Plans and Services 1 640,000.00
1 800 321-2000
Service Changes:
1 800 321-2000
Repair Services:
1 800 288-2020
Total Current Charges 640,000.00
MAY 1 12023
WASHINGTON COUNTY
COMPTROLLER'S OFFICE
E911 WASHINGTON COUNTY Page 1 of 2
280 N COLLEGE AVE STE 530 Account Number 713 236-3068 128 0
FAYETTEVILLE AR 72707 Billing Date May 11, 2023
Web Site att.COm
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customers call 800.321.2000.
Plans and Services
Additions and Chanaes to Service
This section of your bill reflects charges and credits resulting
from account activity.
Item Monthly Amount
No. Description Quanti Rate Billed
Activity on May 7, 2023
1. PURCHASE/INSTALUTRAINING/ 1 640,000.00
MAINTENANCE FOR 60 MONTHS EFF
MAY 2023 OF NEW HOSTED VESTA
6.X CALL HANDLING SYSTEM
Government Fees and Taxes
2. Federal .00
3. State and Local .00
Total Government Fees and Taxes .00
Total Plans and Services 640,000.00
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Item 23-0-052
Requested by: Treasurer Bobby Hill ,' a
Drafted by: County Attorney Brian R. Lester caa
�3
I ORDINANCE NO. 2023-047 u,
2 -m
3 APPROPRIATION ORDINANCE
4
5 BE IT ENACTED BY THE QUORUM COURT OF THE
6 COUNTY OF WASHINGTON, STATE OF ARKANSAS, AN
7 ORDINANCE TO BE ENTITLED:
8
9 AN ORDINANCE APPROPRIATING UNUSED ARPA
10 FUNDS IN THE UNAPPROPRIATED RESERVES OF
I THE 9ii BUDGET TO THE ARPA FUND BUDGET
12 FOR 2023.
13
14 WHEREAS, Ordinance 2022-83 appropriated the total amount of
15 $482,313.27 from the ARPA Fund to the Other Professional Services line item in the 911
16 Budget to remodel the dispatch center at the Sheriffs Office in order to consolidate the
17 County PSAPs required by the State; and,
18
19 WHEREAS, Ordinan _ - 4 appropriated t of
20 $640,000 from the ARPA Fund tot Lease — Machinery and Equipment line item ip the
21 911 Budget to lease dispatch cons s n a
22
23 WHEREAS, there currently remains unspent, but obligated, the total
24 ount of $946,663.28; and,
25
2 WHEREAS, the County Treasurer requests that these funds be transferred
7 back to the ARPA Budget to better track the funding for federal reporting purposes.
28
29 NOW, THEREFORE.,, BE IT ORDAINED BY THE QUORUM
30 COURT OF WASHINGTON COUNTY, ARKANSAS:
31
32 ARTICLE 1. There is hereby appropriated $306,663.28 from the
33 911 Fund (3020) to the Lease — Machinery & Equipment line item in the ARPA Budget
34 (30460568.3073) for 2023 for dispatch consoles.
35
36 ARTICLE 2. There is hereby appropriated $640,000 from the
37 911 Fund (3020) to the Other Professional Services line item in the ARPA Budget
(30460,568:jeog.) for 2023 for dispatch PSAPs.
39
40
41
42
43
44 PATRIM W. DEAKINS, County Judge DATE
45
46
47
48
49
5o BECKY LEVY ,LE o ni� Clerk
51
52 Introduced by: JP Lisa Ecke
53 Date of Adoption: April 20, 2023
54 Members Voting For: Taylor, Wilson, Simons, Lyons, Ecke, Dean, Washington,
55 Coger, Dennis, tlighers, Rios Stafford, Leming, Ricker, Pond
56 Members Voting Against: None
57 Members Abstaining: None
58 Members Absent: None
59
60 Committee History: F&B (4-11-23); Passed to QC
61 Quorum Court Histo: Quorum Court (4-20-23); Adopted
1100 ORDINA.NCF.S'•-'023123-O-DS2 AN ORDINANCE. APPROPRIATING LtiUSED ARPA FUNDS IN THE: UNAPPROPRIATED RESERVES OF ME 911 BUDGET" TO THE ARPA
FUND BUDGET FOR 2023 DOCK
Annetta McCamey
From: John Luther
Sent: Tuesday, May 23, 2023 4:14 PM
To: Annetta McCamey
Cc: Amber Sharp
Subject: RE: Ok to pay AT&T-3068 May 11 2023
Continue to hold.
Thanks,
John C. Luther
Director
Washington County DEM
ARTF-1 USAR Coordinator
479-444-1722
479-530-7911
iluther(c@washinetoncountyar.gov
From: Annetta McCamey
Sent: Wednesday, May 17, 2023 2:24 PM
To: Amber Sharp <asharp@washingtoncountyar.gov>; Daryl Pemberton <DPemberton@washingtoncountyar.gov>; John
Luther <JLuther@washingtoncountyar.gov>; Kyle Curry <kcurry@washingtoncountyar.gov>
Subject: Ok to pay AT&T-3068 May 112023
Good Afternoon,
Can I get your OK that this equipment has been received? Then I will forward to the Grants and the Judge for approval
to pay from ARPA 304605683073. Appreciate your help.
Annetta McCamey
Accounts Payable Assistant
Comptroller's Department
479-444-1615
280 N. College Ave, Suite 545, Fayetteville, AR 72701
1