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HomeMy WebLinkAbout1984-07-26 Minutes146 SPECIAL MEETING OF TBR FAYETTEVILLE BOARD OF DIRECTORS 146.1 A special meeting of the Fayetteville Board of Directors was held Thursday July 26, 1984 at 3:00 P.M. in the Board Room of the City Administration Building, 113 West Mountain Street, Fayetteville, AR. 146.2 PRESENT: Directors Noland, Bumpass, Martin (arrived at 3:35), Orton, Sharp (arrived at 3:15), Johnson, and Lancaster; Assistant City Manager McWethy, City Attorney McCord; Roger Miller, acting City Clerk Brandeis; members of the press and audience CALL TO ORDER 146.3 The meeting was called to order at 3:05 by Mayor Noland and role was called by the acting City Clerk. HISTORIC SURVEY/DICKSON STREET AREA 146.4 Mayor Noland introduced a resolution authorizing the Mayor and City Clerk to execute a subgrant agreement with the Arkansas Historic Pre- servation Program which will promote a study of the historical character of the Dickson Street area bounded by Highway 71B on the east, Campus Drive on the west Maple Street on the north, and Center Street on the south. Bumpass said the primary purpose of the survey is to identify the architectural and historical character of this neighborhood with the possibility of its being added to the Historical Register. The survey will last until September and include approximately 400 buildings. 146.5 Bumpass added that if this district were not added to the National Historical Register, that the study would still serve as a planning tool in the event that the City may wish to declare a special zoning specification for the Dickson Street area as an Historic District. 146.6 Director Lancaster, seconded by Orton, moved to passage of the resolution. Upon roll call, the motion passed 5-0. RESOLUTION NO. 83-84 APPEARS ON PAGE /1713 OF ORDINANCE & RESOLUTION BOOK XIX 146.7 Bumpass stated that, if the area were placed on the Historic Register, property owners would able to apply, within certified rehabilitation guidelines, for special tax credits. He added that the Board could, alternatively, set up a special Historic District by local ordinance but that this would require 75% agreement between property owners. 1 N w 1 July 26, 1984 FUNDS FOR HISTORICAL SURVEY Mayor Noland introduced an ordinance permitting a Director to conduct business with the City and prescribing the extent of such authority. The grant amount of $7,500 shall be matched in the amount of $8,815 by the City which shall include funds for project coordinator, Bruce Cully, to rent office space, office equipment and secretarial services from Director Bumpass. The City Attorney read the ordinance for the first time. Mayor Noland seconded by Director Johnson, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 5-0. McCord read the ordinance for the second time. Director Johnson , seconded by Orton made a motion to further suspend the rules and place the ordinance on third and final reading. Upon roll call, the motion passed, 5-0. The City Attorney read the ordinance for the third and final time. Upon roll call, the motion passed 4-0-1, Director Bumpass abstaining. �7 ORDINANCE NO. 3020 APPEARS ON PAGE f OF ORDINANCE & RESOLUTION BOOK X1X LANCASTER SUB Mayor Noland introduced a resolution authorizing Assistant Mayor Lancaster to execute a certain bond in Noland's expected absence during the coming two weeks. 147 147.1 147.2 147.3 Director Bumpass, seconded by Johnson, made a motion to pass the resol- 147.4 ution. Upon roll call, the motion passed, 5-0. RESOLUTION NO. 84-84 APPEARS ON PAGE /10 OF ORDINANCE & BOOK K11( COMMUNICATION DISCUSSION Mayor Noland introduced Roger Miller, an employee of to present his report on a two-way communication of Fayetteville. Miller proceeded to describe his findings after communication system currently in use by the City. He said that, basically, the Fayetteville system is in very poor condition. RESOLUTION Louisville Kentucky, 147.5 system for the City examination of the 147.6 Miller stated that, based on his experience, the 450 megacycle communi- cation system, as considered by the City, would not adequately meet the long-term needs of this city as it is quite limited in its expand- ablility. 147.7 148 July 26, 1984 148.1 Miller said the City of Louisville Kentucky uses the 450 megacycle system for police and fire department alone and is already running into problems because of the lack of expandability. He explained that there is too much money tied up in Louisville's system to justify abandoning it and that this might be the situation Fayetteville could be in within several years if they chose to buy the 450 megacycle. 148.2 In answer in Noland's question, Miller said that approximately 30-40 units could be accommodated on the 450 system at one time. He said Louisville has used the 450 system since 1969 but has added an 800 trunking system since the '70's and has been pleased with both systems. 148.3 Miller advised that a problem encountered with respect to law enforcement, is the ability of the criminal element to eavesdrop. He noted that the FCC has recently relaxed their rules on some aspects of communication. One aspect is the availability of synthesized radios, meaning that anyone can buy a radio capable of transmitting and receiving on police frequency. Miller said this can result in someone monitoring and/or jamming the police frequency. He said the Freedom of Information Act has made a list of names and frequencies of radio users available to everyone. 148.4 Miller explained that this problem could occur while using the 450 megacycle system but that the 800 trunking system protects against such monitoring. 148.5 Miller explained that communication is possible between a 450 system and an 800 trunking system via consoles capable of cross -patching. He said that the communication could be set up direct from car to car, but the system is ultimately under the control of a dispatcher. 148.6 Director Bumpass inquired if the 800 trunking system could be expanded enough to keep up with the growth that has occurred in Louisville and Miller explained that when the 450 system was purchased by Louisville, the 800 system had not been available. He said that an 800 trunking system would probably be able to handle the needs in the Fayetteville area and the entire county for the next 20 years 148.7 Miller said that generally, the requirements imposed by the FCC say that within the first license term (which is 5 years) that one must load the channels and use the system to a certain extent and that because of the size of this area (small) the channels would not be all in use and so this requirement would not be of major concern. 148.8 Miller stated that there are some aspects of the vendor's contract that were vague, but in talking with the vendor it became clear that they were offering more equipment than the bid requested, which will be stated in a certified letter. One of these items is portable radios which are "state of the art" and expandable in the future to the full limits of trunking capabilities. 1 July 26, 1984 Miller said that the guaranteed coverage requested by Fayetteville was based on a limitation in the bid specification as to tower height. The proposed site, Robinson Mountain, Miller said, was a good choice but he said he felt strongly that the City should not let cost of painting and lighting a higher tower (requirements of the FAA for towers higher than 180 ft.) be a determining factor in their choice of communication systems. Over a period of 10 years, he said, the cost would probably average about $300 per year for lighting and painting. He suggested strong consideration be given to installing a much taller tower so that the desired coverage could be achieved. W Miller said there has already been contracts executed by the fire department to provide mutual aid with outlying areas of the county and adequate communications will be necessary to provide this service. With the 800 megacycle built in to the software, the identification of users is automatic and so a usage log is possible. He suggested that many agencies in the area, such as the Board of Education (such as for school busses), could be charged for the service of using the service based on a sub -fleet and their own channels. Director Sharp said he had occasion to inspect the OKC Police radio system and, although each car had two radios, there were areas that could not be reached on the 800 system. Miller explained that this is common during a transition period from one system to another. He added that, during transition, it is common to present any agency involved with a portable so that they can be tied in to the communication system with the City. Miller said that either system would greatly enhance communication but the 800 trunking system would give far superior results, long-term stability, flexiblity and expandibility. In answer to Director Bumpass' inquiry, Miller explained that CEMS must operate on one set of frequencies nation-wide so as to be consistent between cities during ambulance travel. He stated that communication with this agency would have to occur through a portable radio or a cross -patch or scanner. 149 149.1 149.2 149.3 149.4 Noland asked if Miller had experienced any difference in repair difficulty 149.5 between the 450 megacycle and the 800 Trunking system. Miller explained that his company services their own radios in a shop dedicated to such repairs. He said that the 800 system is more complex but that it is also more modular and easier to repair than the 450. He added that the 800 is self-diagnostic and searches itself for trouble at all times. Director Lancaster inquired if Miller had any suggestion as to tower height for this area and Miller replied that in order to achieve an appreciable difference in performance, he would suggest going to a 400 ft. tower. 149.6 149.7: 150 July 26, 1984 150.1 Noland asked how far communications would carry with a tower of the suggested height and Miller said there would be no problem with reaching areas 20 miles away. 150.2 Lancaster asked if there would be any need for repeaters and Miller replied that the vendor has guaranteed the specified coverage without repeaters. 150.3 Director Orton inquired as to the reason another company did not present a bid and Miller replied that the other vendor did not have the equipment being requested by the City. 150.4 Lancaster asked if Miller recommended a stand-by power supply and Miller replied that it would be a good idea but had not been included in the bid proposal. Miller said he also strongly recommended adequate lightning protection be installed. 150.5 Lancaster asked if Miller had noticed anything in going over the bid that could be short changed such as trunk -mounted and dash mounted radios. 150.6 Miller said that both vendor had cut costs to keep the price low. Lancaster said that he has been informed that Motorola has a middle priced "state of the art" radio and Miller replied that this radio would not perform "dynamic regrouping". 150.7 Lancaster asked whether some of the departments will need "state of the art" equipment while others could get by without. 150.8 Miller explained that a careful analysis would need to be conducted to determine what departments this would apply to. He suggested that the answer might make itself known in an emergency situation which might be critical. Miller said that the fact that the vendor has offered two radios of different quality indicates that they realize the shortcomings of the less expensive radios and would like the Directors to recognize this fact as well. 150.9 In answer to Director Bumpass's question, Miller replied that it would cost a great deal more money to erect a higher tower but he did not have an estimate to present. 150.10 The Assistant City Manager said he has had conversation with Dale Christy who has communicated with the Andrews Corporation regarding a tower for the City at an attractive price. 150.11 Mayor asked if Miller was familiar with cellular telephone systems and would it have any application to this situation. Miller replied, although useful, there was no application here. 1 151 July 26, 1984 Mayor Noland invited the press to ask questions. Rusty Garrett, of 151.1 the NWA Times inquired as to the meaning of "trunking" and Miller explained the process. Garrett asked the definition of dynamic reloading and Miller explained that dynamic regrouping allows the city vehicles can be subdivided in such a manner so as not to interfere with each other. 151.2 Sturman Mackey, City Purchasing Officer, reported that the 800 Trunking 151.3 10 system would cost about $218,000 more than the bid for the 450 megacycle system and the additional options as cited by Miller would cost another W $50,000 or a total of $768,000 plus $30,000 for a higher tower. CO Director Bumpass inquired as to the cost of an additional 200 feet 151.4 Q of radio tower and Mackey estimated this to be approximately $12,000. 1 Bumpass asked Miller opinion as to which system would be in the best interest of the City and Miller replied that although the 800 Trunking system was more expensive, it was a the better investment and that if the City chose to purchase the 450 megacycle system they would probably regret the decision. 151.5 Miller repeated that the 450 megacycle is very limited and that he 151.6 did not recommend its use for the City of Fayetteville. Mayor Noland asked if the City's present communication system has any salvage value and Miller replied that it might be sold to a small town, a volunteer fire department or another small organization who could utilize a small system. He said he didn't expect the City would recover very much for the system. Director Sharp asked if there was any use left to the City's present communication equipment. Miller explained that all of the present system could be repaired and it would still have many of the same problems that it currently has because it is a 155 megacycle system which experiences a great deal of interference between agencies in neighboring communities. Director Martin asked how close the current system is to failure point and Miller replied that it would be unfortunate to wait for the occurrence that would signal failure as it might be a critical situation. Martin asked if the 800 Trunking system could be installed in phases to alleviate the initial cost factor. Miller said the number of units purchased could be cut saving a few thousand dollars, but that basically the bid as it is, is rock bottom cost. Miller advised that the most costly components were major and the first to be purchased and that possibly individual units could be added slowly. 151.7 151.8 151.9 151.10 152 July 26, 1984 152.1 Director Lancaster asked how long the guarantee of 90% coverage would last and Miller replied that he thought it would hold as long as the equipment was delivered and kept in top maintenance. 152.2 Director Orton clarified that having a higher tower would eliminate "dead" spots as well as would microwave repeaters. Miller said it might be 10 years before the City need consider microwave to extend reception. 152.3 Miller explained that a high -gain antenna would be useful in a flat terrain but would not help in a rolling terrain such as Northwest Arkansas. 152.4 Mayor Noland asked if the City could save money by using a central dispatcher system. Miller explained that, although some money could be saved in this way, one advantage of trunking is that you can allow the individual departments handle their own communications instead of one person relaying all information. 152.5 Martin asked if the City would lose out on the bid price currently offered by introducing the system piece -meal and Miller replied that the vendor has offered an unusual package whereby the City may purchase any additional equipment for up to five years at 1984 prices. He thought that this option might be eliminated if the purchase was piece- meal. Miller added that he has never known this company to make a "five year" offer before. 152.6 Mackey informed the Board that by the vendor at certain phases He said that at the end of this paid. payments of the system are required of installation, in six increments. year, full payment would need to be 152.7 Miller advised that Fayetteville would be one of the first customers (users) of the 800 trunking system in Arkansas. 152.8 In answer to Martin's question, Miller said that there will be a change in maintenance cost but that he did not have an accurate projection at this time. 152.9 Mackey said he has requested the bid was $2,200 per the 450 megacycle system 152.10 a guaranteed maintenance contract and year as opposed to the $3,000 required for because of the modular concept of the 800. Noland asked Board members if they would like to make a decision on this proposal before the Supreme Court decision is handed down regarding a proposed sewer tax, as an adverse decision might reduce the funds available for the radio purchase. 1 153 July 26, 1984 Noland suggested that if the sewer tax were found to be constitutional 153.1 approved then it would not be as difficult to raise the additional funds needed for the 800 Trunking system. Director Johnson suggested speaking to Department Heads to see if they were prepared to pay their proportional share for this system from their respective budgets. 153.2 CO McCord suggested putting this issue on the Board agenda for Aug. 7. 153.3 10 (� More time was requested and the Directors agreed to put this item 153.4 W on the agenda for the meeting of the week of September 1. QOrton commented that Miller had been very clear in his recommendation 153.5 of the 800 trunking System. Board members thanked Miller for his presentation. 1 There being no further business, the meeting adjourned at 4:40 P.M. 153.6