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Police Department <br /> <br />MEMORANDUM <br /> <br />Item 6.5. <br /> <br />TO: <br /> <br />FROM: <br /> <br />DATE: <br /> <br />SUBJECT: <br /> <br />Mayor and City Council <br /> <br />Assistant Police Chief Jeffrey Beahen <br /> <br />1-6-03 <br /> <br />Purchase of digital dictation equipment <br /> <br />The police department requested that new digital dictation equipment be purchased in 2003 <br />and this purchase was approved in the department's 2003 budget. <br /> <br />Quotes for this equipment were received from three vendors. The lowest quote for the <br />equipment was from the Loftier Company. Their original price for the system was $37,400. <br />Since that time the price for this equipment has dropped. The current price for the <br />equipment, installation and training and tax is $32,150. <br /> <br />We were concerned that purchasing this equipment out of the general fund and in light of <br />potential cuts in State Aid might cause budget shortfalls at the end of the year. We examined <br />the possibility of staying with our current tape system, but in order to maintain using that <br />system we would need to invest $9,600 in replacement parts and supplies. As we anticipated <br />adding the digital equipment this year, we have managed to borrow equipment from the <br />vendor to replace the recorders and dictation equipment that were broken beyond repair. We <br />also let our supply of tapes mn almost completely out. These tapes are one of the most <br />expensive components of our current system, and a cost that will no longer be incurred, <br />meaning additional long-term savings to the City each budget year. <br /> <br />The Police Chief and I met with Pat Klaers and Lori Johnson to examine our budget to <br />determine how this important budget item could be acquired. We were able to determine <br />that some of our equipment certificate items were going to be coming in well under their <br />budgeted prices. In addition, we are not adding the truck enforcement vehicle to our fleet at <br />this time, so our equipment certificates would be able to sustain the additional purchase of <br />the digital equipment. We also have five squad cars that will be sold or auctioned off in the <br />next few months. This is an anticipated revenue of $15-20,000 which can also be used to <br />defray a large share of this new equipment. <br /> <br />We respectfully request that the City Council grant our request to move the purchase of the <br />digital dictation equipment from the general police budget for 2003 to the equipment <br /> <br /> <br />