CC Minutes 03/26/2012 - Laserfiche WebLink

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CASSELBERRY CITY COMMISSION Minutes of March 26, 2012 — Regular Meeting Page 11 of 16 purchase for telephone system upgrades and new telephones for the City Hall, Police, and Public Works -Fire Administration buildings, including a five-year warranty on parts, labor and software upgrades, in the amount of $70,737 from Fulton Communications of Florida. Consideration of related Budget Amendment #12-040 to facilitate the purchase was also requested. Budget Impact: The total cost of the purchase of the new telephone system is $70,737 and can be paid with surplus funds in the Equipment Replacement Fund. The annual maintenance cost ofthe old system of $14,500 can be removed as unnecessary from the Information Systems Division operating budget and can be reassigned to the Contingency Reserve account to be set aside for future appropriation if needed. The exclusion of the maintenance cost will generate repeated savings to the general fund in FY 12 and the next four budget years. BA #12-040: Explanation of Request: This item seeks City Commission approval to provide funding for costs associated with the purchase of upgraded telephones related to the maintenance of the City's telephone system. This budget amendment will provide sufficient funding for the City to enter into a lease -purchase agreement with SunTrust Bank to make the purchase through Fulton Communication of Florida (FCF). This will authorize FCF to eliminate the Public Works -fire Administration core system, upgrade the two remaining core systems in City Hall and replace all the telephones through the City Hall Compound. The total cost of the purchase if $70,737 and will be funded by a transfer from the Equipment Replacement Fund to General Fund. Account Number Account Description Amount Increase: 302-0000-389.90-00 Fund Balance $70,737 302-0190-519.46-00 Repairs & Maintenance $23,384 302-0190-519.56-00 Small Tools $47,340 001-0190-519.58-00 Contingency Reserve $14,500 Decrease: 001-0151-513.46-00 Repairs & Maintenance $14,500 Recommendation: The Interim City Manager and the Interim Finance Director recommended approval to purchase the core telephone system upgrade and new telephones and related Budget Amendment #12-040. Audience Input: No one came forward to address this item. MOTION: Commissioner Solomon moved to approve the purchase of the core telephone system upgrade and new telephones and related Budget Amendment 412-040. Motion was seconded by Vice Mayor Hufford. Motion carried unanimously by voice vote 5-0.