HomeMy WebLinkAbout137-01 RESOLUTION• •
RESOLUTION NO.137-01
A RESOLUTION APPROVING THE EXPENDITURE OF AN
AMOUNT NOT TO EXCEED TWENTY-FIVE THOUSAND
DOLLARS ($25,000.00) FOR CELLULAR TELEPHONE SERVICE
FOR THE YEAR 2001.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council hereby approves the expenditure
of an amount not to exceed Twenty -Five Thousand Dollars ($25,000.00) for
cellular telephone service for the year 2001.
PASSED AND APPROVED this 16th day of October, 2001.
By:/ Griot.
eather Woodruff, City Clerk
APPROVED:
By:
DAN COODY, May
NAME OF FILE:
CROSS REFERENCE:
Resolution No. 137-01
•
10/16/01
Resolution No. 137-01
09/28/01
Memo to Mayor Coody thru Gary Dumas, Environmental Services
Director, from Sharon Crosson, Utilities Manager, regarding request for
approval of expenditure for cellular phones
Schedule 1 - Cell Phones
10/16/01
Staff Review Form
10/29/01
Memo to Sharon Crosson, Utilities Manager, from Heather Woodruff,
City Clerk
NOTES:
FAYETTEVfLLE
THE CITY OF FAYETTEVILLE, ARKANSAS
•
TO: Mayor Dan Coody
THRU: Gary Dumas, Environmental Services Director
FROM: Sharon Crosson, Utilities Manager fp
DATE: September 28, 2001
SUBJECT: Request for Approval of Expenditure for Cellular Phones
Staff requests council approval for the 2001 annual expenditure of cell phones not to exceed
$25,000. The current expenditure through September is $17,190.16 and is estimated at a total
cost of $21,600 for the entire year of 2001.
We have an incredible contract with Alltel Communications. The contract allows us up to
23,900 minutes per month for one flat fee. All cell phone users utilize these minutes from a
"pool" of total minutes, which allows us to more efficiently manage our air time. The contract
allows us up to 75 cell phones; we currently have 69 phones. Our "time management" contract
truly has been extremely cost effective, equating to 5.73 cents per minute (for 23,900 minutes),
and our average cost per phone is $22.66 per phone per month.
In 1999, the City had a total of 52 cell phones averaging $2,300 per month for a maximum of
10,000 minutes, and overages at 25 cents per minute. In the fall of 1999, we solicited bids for
cellular services and awarded the contract to the lowest bidder, Alltel Communications. The new
contract basically lowered our average cost per phone from $44.39 per month to $26.09 per
month and we gained an additional 13,900 minutes per month.
The contract with Alltel Communications began October 1, 1999, and is a one-year contract with
an option to renew for four additional one-year terms at the City's option. Expenditures for cell
phones was $27,701 for 52 phones in 1999; $20,044 for 63 phones in 2000; est. $21,617 for 69
phones in 2001. We have actually lowered our cost by over $6,000 annually compared to
expenditures in 1999. Although this expense has exceeded $20,000 in previous years, it has
never been brought before the council. We want to correct this oversight and request council
approval for this expenditure.
Per your request, City staff is currently reviewing all assignment of cell phones and pagers to
analyze the needs for each division and help control costs. A detailed list of all equipment and
its assignment will be submitted to each appropriate department director for necessary changes
and final approval.
/sic
113 WEST MOUNTAIN 72701 501-521-7700
FAX 501-575-8257
SCRDULE 1 - CELL PHONE?
Division/Department
Number of Number of
Phones Phones
1999 2001
Administration 3 8
Airport 1 2
Animal Services 1 1
Building Maintenance 2 2
City Attorney 1 0
City Prosecutor 1 1
Community Development 1 1
Engineering 5 5
Fire Department 3 6
Fleet 1 1
Hot Checks 2 2
Inspections 3 3
Landscape 4 4
Meter & Backflow 1 2
Parks & Recreation 2 2
Planning 1 0
Police Department 11 14
Police Drug Enforcement 4 5
Sidewalks 0 1
Solid Waste 1 2
Street 1 2
Traffic 0 1
Utilities Management 1 2
W/S Maintenance 2 2
TOTAL 52 69
EXPENDITURES $27,701.60 $21,600.00 (est.)
Avg. cost per phone/month $44.39 $26.09
s
X AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City
•
STAFF REVIEW FORM
Council meeting
•
of October 16, 2001
FROM:
Sharon Crosson
Name
Utilities Management
Division
Environmental Services
ACTION REQUIRED:
Approval of a resolution to allow expenditures of up to $25,000 for cell phones for year 2001.
Department
COST TO CITY:
$ 21,600
Cost of this Request
(various) 5310-01
Account Number
n/a
Project Number
$ 25,000
Category/Project Budget
$ 17,190
Funds Used To Date
$ 7,810
Remaining Balance
Telephone Expense
Category/Project Name
Utilities Management
Program Name
(Various)
Fund
BUDGET REVIEW: X Budgeted Item
Budget Adjustment Attached
Budge C Manager Administrative Services Director
C, RACT/G- / EASE REVIEW:
Accounting Manage Dates
Ci��/}y A�ltorney
1
AAJz
Purchasing Officer
gat
10%\01
Date
GRANTING AGENCY:
In
ernal
itor
ADA Coordinator
1011/O1
Date
Date
STAFF RECOMMENDATION:
Staff recommends approval of expenditure
EI (co�sS0l
Division Head Date
9-z S -o /
DeparI t Director
ve Services Directortiler t6/9/
C:\DATA\BLANRFOR\AGENDA.BLX
not to exceed $25,000 for 2001.
Cross Reference
New Item: Yes No
Prey Ord/Res #:
Orig Contract Date:
Orig Contract Number:
RECEIVED
OCT 0 4 2001
CITY OF FAYETTEVILLE
CITY CLERK'S OFFICE
St
R
Fc
Description
• •
Paget
STAFF 1019I12 FOR
Expenditure for Cellular Phones Meeting Date October 16. 2001
Budget Coordinator
Accounting Manager
• City Attorney •
Purchasing Officer
ADA Coordinator
Internal Auditor
Reference Coots:
FAYETTEVItLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
To: Sharon Crosson, Utilities Manager
From: Heather Woodruff, City Clerk
Date: October 29, 2001
Attached is a copy of Resolution No. 137-01 approving the expenditure up to $25,000.00 for
cellular telephone service for the year 2001. The original will be microfilmed and filed with the
City Clerk.
cc: Nancy Smith, Internal Audit
Steve Davis, Budget & Research
Ci