HomeMy WebLinkAbout1999-01-05; City Council; 15000; Regional Communications System FinancingAB# 6; 000
MTG. l/05/99
DEPT. FIR
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k CITY OF CARLSBADKARLSBAD MUNICIPAL WATER DISTRICT - AGENDA ILL ~ -_ -
TITLE: APPROVAL OF REGIONAL COMMUNICATIONS DEPT. HD.
SYSTEM FINANCING, APPROVAL OF PHASE II PART
2,800 MHZ RADIO EQUIPMENT AND APPROPRIATION au CITY ATTY. -3
OF FUNDS
RECOMMENDED ACTION:
City of Carlsbad City Council: Adopt Resolution No. 99 -13 approving Amendment No. 2 to the
Communications System Agreement between the City of Carlsbad and Motorola, Inc. for the purchase of Phase
II, Part 2 radio equipment, and approving a plan for the financing of past and current Regional Communications
System equipment purchases and appropriating funds therefor.
Carlsbad Municipal Water District Board of Directors: Adopt Resolution No. /D3Y , appropriating funds for
the Districts proportional share of costs associated with Regional Communications System financing.
ITEM EXPLANATION:
Background
The City of Carlsbad is a participating agency in the San Diego County Regional Communications System. The
system was designed to replace existing conventional radio frequencies with a trunked 800 Mhz system. The
purpose of the system is to develop regional communications capabilities to cope with potential disaster and
major events, to improve inter-agency and intra-agency communications and to provide the needed technology
for all participants to meet their communications needs in the future.
On March 21, 1995, the City of Carlsbad adopted Resolution No. 95-69 approving the City of Carlsbad budget for
CSA 135 and requesting the levy of benefit charges for CSA 135 - Zone A for the inclusion of the City of Carlsbad
in the Regional Communications System. On May 14, 1996, the City of Carlsbad adopted Resolution No. 96-170
approving the 1996/97 fiscal budget for CSA 135 - Zone A. The CSA 135 - Zone A was established to fund all
local costs associated with the Regional Communications System. On November 12, 1996, The City adopted
Resolution No. 96-383 approving the Communications System Agreement with Motorola, Inc. which authorized
the purchase of dispatch center and microwave system equipment. On November 18, 1997, the City adopted
Resolution No. 97-694 approving Communications System Agreement Amendment No. 1 which authorized the
purchase of police, fire and water department radios. Also on November 18, 1997, the District adopted
Resolution No. 1002 authorizing its inclusion in the Regional Communication System.
The passage of Proposition 218, “Voter Approval for Local Government Taxes, Limitations on Fees, Assessments
and Charges” effectively ended our ability to use the CSA as a funding mechanism. However, money collected
prior to the passage of the new law was collected legally and has continued to be spent on RCS-related costs.
Those funds will be exhausted in the first quarter of 1999 and a replacement source of funding must be identified.
The additional funding is described in the System Financing section of this agenda bill. Carlsbad’s 800MHz radio
system has been phased as described in the following:
l Backbone Carlsbad’s Share of Backbone 1996 . Phase I Dispatch & Microwave Link 1996197
l Phase II, Part 1 Police, Fire & Water Dept. Radios 1997198
l Phase II, Part2 Public Service Radios 1998199
l Phase III Data Communications System 2000/01
Phase II, Part 2 Radio Equipment
The Carlsbad portion of the regional communications system consists of local equipment which is connected to
the regional backbone. The installation of local equipment is being accomplished in three phases. Phase I and
Phase II, Part 1 have been completed. Part 2 of Phase II is the installation of base station, mobile and portable
radios for the remainder of the city departments. Approval of this final portion of the radio system will enable all
City radio users to communicate with one another regardless of which subdivision of the City the radio user
belongs.
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Page 2 Qf AB# IS, 0 00
Phase III
Phase III, the data communications portion of the system, was originally planned to be operational in Carlsbad in
1999. An in-depth review of system features and requirements has revealed that the existing Police/Fire
Computer Aided Dispatch (CAD) System will have to be replaced before the data system can be made
operational. A consultant has been retained to complete an assessment of our existing system, assess current
technology and make a recommendation about how the city should proceed. Staff plans to incorporate the CAD
& Data Systems into the FY 99100 Capital Improvement Project (CIP) budget process.
SYSTEM FINANCING
Financing of the various phases of the system has been through the use of lease-purchase agreements. Based
upon the terms of each of the agreements, staff recommends the following course of action for financing:
Backbone
Carlsbad’s total cost for its share of the backbone system was $1,586,650. Payment is being made under a lease
agreement with Motorola at a 5.65% interest rate for 15 years. The remaining balance is $1,442,685. Since we
are earning approximately 5.76% on City funds and the lease rate is 5.65%, the lease is essentially at break-even
(we are earning about the same as we are paying). Therefore, staff recommends that the remaining balance on
the lease be paid as of January 1999 using the General fund balance. This method of payment allows the City to
match its “one-time” money with a “one-time” expense as well as decreasing the administrative burden associated
with the lease agreement.
I Phase
Total costs for Phase I were $764,086. Payment is being made under a lease agreement with Motorola at 6.9%
for 15 years. This lease contains a prepayment penalty equal to $34,869. Thus, at this time, staff recommends
continuing to pay this lease according to the agreement.
Phase II, Part I
Total costs were $1,091,628. This phase was also financed with a lease agreement with Motorola at 5.79% over
15 years; however, it does not contain a prepayment clause. Thus, staff recommends that it also be paid off as of
the next lease payment date with funds from the General fund balance. The outstanding balance is $996,541.
Phase II. Part 2
The phase II, Part 2 cost is approximately $458,000. Staff recommends using CSA 135, Zone A funds to fund the
cost of the equipment. The current CSA fund balance is $686,787.
Phase III (includina CAD replacement)
This will be submitted for inclusion in the Capital Improvement Program budget as a multi-year project.
ENVIRONMENTAL IMPACT:
The City Council approved Carlsbad’s participation in the Regional Communication System on March 21, 1995.
The County Board of Supervisors approved the Negative Declaration for the Regional Communications System
on March 5, 1996. Participants in the System contemplated a series of subsequent actions to render the System
fully functional. This item is one of those subsequent actions. The Planning Director has determined this
subsequent action is in compliance with prior environmental documentation.
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Page 3 of AB# l5,oOQ
FISCAL IMPACT:
The total required to pay off the lease agreements for the backbone system ($1,443,000) and Phase II, Part 1
($997,000) is approximately $2,440,000. Following is a summary of payments that will need to be made this year:
Backbone payoff amount $1,443,000
Phase II, Part 1 payoff amount 997,000
Lease payment on Phase I 79,000
Phase II, Part 2 costs 458,000
Carlsbad’s share of backbone maintenance 87.000
Total 3,064,OOO
CSA funds available
Additional amount required
(686.000)
$2,378,000
The 800 MHz radios operated by water and sewer operations within the Public Works Department account for
approximately 35% of the City’s radios. Staff recommends that 17.5% of costs, or $416,000, be appropriated
from each the Water and Sewer enterprise funds and that the remaining $1546,000 be appropriated from the
General fund balance.
In succeeding years, our annual costs will total approximately $234,000. This figure includes debt service for
Phase I and system maintenance costs. These amounts will be included in the annual operating budget in future
years.
EXHIBITS:
I. Resolution No. 99 -13 , approving Amendment No. 2 and appropriating funds.
2. Resolution No. I03 V , appropriating funds.
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RESOLUTION NO. 99-13
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING AMENDMENT NO. 2 TO THE COMMUNICATIONS
SYSTEM AGREEMENT BETWEEN THE CITY OF CARLSBAD AND
MOTOROLA, INC. FOR THE PURCHASE OF PHASE II, PART 2 RADIO
EQUIPMENT, AND APPROVING A PLAN FOR THE FINANCING OF PAST AND
CURRENT REGIONAL COMMUNICATIONS SYSTEM EQUIPMENT
PURCHASES AND APPROPRIATING FUNDS THEREFOR.
WHEREAS, the City of Carlsbad is a participating agency in the
Regional Communications System; and
WHEREAS, on November 12, 1996, The City adopted Resolution No. 96-
383 approving the Communications System Agreement with Motorola, Inc.;
and
WHEREAS, on November 18, 1997, the City adopted Resolution No. 97-
694 approving Communications System Agreement Amendment No. 1; and
WHEREAS, a second amendment to the Communications System
Agreement is required to purchase Phase II, Part 2 radio equipment; and
WHEREAS, all proposed Phase II, Part 2 equipment purchases will be
reviewed and approved by the Regional Communications System Board of
Directors or designee pursuant to the Regional Communications System
Agreement; and
WHEREAS, City of Carlsbad continues to require the services of
Motorola to provide the necessary equipment and communications system
services for acquisition and/or installation of Carlsbad’s equipment
complimentary to the 800 MHz Regional Communications System; and
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WHEREAS, it is necessary and desirable to provide Phase II, Part 2
services and equipment; and
WHEREAS, lease-purchase agreements were used to fund previous
phases of the 800Mhz radio system; and
WHEREAS, it is fiscally prudent to pay off the existing balances of the
lease-purchase agreements for the radio backbone system and for Phase II,
Part 1 radio equipment ; and
WHEREAS, funds are available in the City General Fund Balance and
the CSA 135, Zone A account to fund the purchase of Phase II, Part 2 radio
equipment and pay off the balances of two lease-purchase agreements;
NOW, THEREFORE, BE IT RESOLVED by the City Council
of the City of Carlsbad, that the City of Carlsbad:
1. Approves the attached agreement and authorizes and directs the
mayor to sign for the City.
2. Approves the 1998/99 financing plan for Regional Communications
System costs and equipment, including:
a. Authorizing the Finance Director to appropriate $1,546,000 from
the General Fund balance and $4 16,000 from the Sewer Enterprise fund
balance, and the remaining balance of the CSA 135, Zone A fund for the
purpose of paying off amounts owed for the City’s share of the regional
backbone, paying off the remaining balance for Phase II, Part 1 radio
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equipment, making the 1998/99 payment for Phase I dispatch and microwave
equipment and payment of 1998/99 system maintenance costs.
PASSED, APPROVED AND ADOPTED at a regular meeting of the
Carlsbad City Council on the 5 th day of January ,
1999, by the following vote, to wit:
AYES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin
NOES: None
ABSENT: None
ATTEST:
ALETHAkltiTE
(SEAL)
NZ, City Clerk
KAREN R. KUNDTZ, Assistant City Clerk
AMENDMENT NO. 2
AGREEMENT BETWEEN THE CITY OF CARLSBAD AND
MOTOROLA, INC. FOR THE COMMUNICATIONS SYSTEM
This amendment is entered into and effective as of the 5 th day of January,
1999 amending the Agreement dated November 121996, by and between the City of
Carisbad, a municipal corporation, hereinafter referred to as “City”, and Motorola, Inc.,
hereinafter referred to as ‘Contractor”, for the 800 MHz communications system.
RECITALS
Whereas, the initial Agreement dated November 15.1996, identified a scope of
work related to the purchase of equipment and installation thereof with regard to the
dispatch center and microwave system; and
Whereas, on November 18.1997, Amendment No. 1 to the aforementioned
agreement was approved to provide for the purchase of Phase II, Part 1 radio
equipment; and
Whereas, the parties to this aforementioned Agreement desire to alter the scope
of work as follows: to provide for the purchase of Phase II, Part 2, radio equipment;
and
Whereas, it is now both desirable and necessary to amend said Agreement to
provide for such equipment.
Now, therefore, in consideration of these recitals and the mutual covenants
contained therein, City and Contractor hereby agree as follows:
.I. Section I. Motorola’s Obligations of said Agreement is amended by the
addition of a new subparagraph E to read as follows:
‘E. Motorola shall furnish and/or install the radio equipment of the type
specifiecl at the site specifkd and for the amount specified in the equipment
list attached to schedule A-2, dated January 4 th, 1999.”
2. Section 5. Payment Schedule of said agreement is amended as follows:
“Pavment Terms
1. One hundred percent (j 00%) of equipment total, as shown on Schedule
A-2, including tax, due net 30 days after receipt of equipment.
2. One hundred percent (lOOoh) of installation costs as shown on Schedule
A-2, due net 30 days after completion of all installations.”
3. All other provisions of the aforementioned Agreement not modified by this
Amendment No. 2 remain in full force and effect.
4. All requisite insurance policies to be maintained by the Contractor shall
include coverage for the amended scope of work.
ACKNOWLEDGED AND ACCEPTED:
CONTRACTOR:
- tARRYoLsoN . wcwl?EslDEM,sALEs
Dated:
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ATTEST:
Dated: I -26-W ALETHA L. RAGTENKRANZ, Cii &Jerk
APPROVED AS TO FORM:
Ronald R. Ball, City Attorney
by: f3clp m ~%u.G
/* 2&T?.
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secr@ary or assistant secretary must sign for
corporations. If only one officer signs, the corporation must attach a resolution certified
by the secretary or assistant secretary under corporate seal empowering that officer to
bind the corporation.)
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CALlFORNlA AU-PURPOSE ACKNOWLEDGMENT km7
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before me, /v fla Mb
personally appeared Id . . . personally known to me - &? - •; 1
to be the person(s) whose name(s) iem
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knowledged to me that
the same. in
capacity(ies), a
signature(s) on the instrument the person(s),
or the entity upon behalf of which the
person(s) acted, executed the instrument.
WITNESS my hand and o
OPTIONAL
~Ihedatabdowisnottequiredby~,ImayprovevaluaWetopersorw~onthedocumentandoouldprevent
hlKJulent reettachmeflt of this form.
CAPACITY CLAIMED BY SIGNER DESCRH’TlON OF ATTACHED DOCUMENT
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SIGNER(S) OTHER THAN NAMED ABOVE
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Variow~serviceAgencies
ASTRO DIOITAL EGUIPME -A-s
~--ibfV~c#yA~S
4 57 T99Dx A!SlRODMALSPECTRAMoBKESERlE~ $1,970
40 57 133w AsTRosfxcTRAwB3!5w8aMHzREMoTE
4b 57 G51 ENH: ENHANCED SMARlZONE OPERATlON
4c 57 6114 ENH: DIGiTALlO DIWAY $44
4d 57 Gms ENH: APCO 25 COMMON AIR INTERFACE s35
PACKAGED UNIT PRICE SW=
ANNuALyAllvIElllulvcE A6REEuENrFoRAsm0sFEcmA
57 WAR2h+XME~E~MABOVESELECTRADK) $60
‘57 M3u?3/bimvlEMNCEFo/?ANYAA3oMsELEcTRADD s60
ASTRO 8oolyclb -RaaoslbdasfIu
37 47 l-HBUCHpp\KI_N ASTRODIGITAL )W3OOOMODELIII PORT
37 a 47 Q806 ASlRODlGliALCAlOPERATlON
37 b 47 Ii38 ENHANCED SMARTZONE OPERATION
37 c 47 H14 ADD: ID DWIAY
37 d 47 H799 ADD SYSIEM TESl RESULT
37 8 47 Ii885 2YEARSERVKZEllAN
PACKABBB UNIT PRICE
43 17 NMN6193 REMOTE-R MIC
44 8 NrN8294 SPARE ULlR HIGN EWIERY
45 18 NTN1168 CHARGER.DESKfOPSlNGLEUNlT 117V
46 4 m1177c CHARGER, DESKTOP MULTI UNIT 117V
52 10 TDN9816 VEWULARCHARGERXTSXXIIBD
$707
$76
so
s36
sa,asl
56 12 T99Dx A!STRODIGK4LSFKXRAMOBlLBSERIES $1,970
560 12 132w 35w800806-870w7
56b ’ i2 651 ENH: ENHANCED SMARVONE OPERATION z
56C 12 6114 ENH: DIGITAL ID DISIIAY s44
56d 12 w&s5 ADD: CONKROLSTATION OPERATiON $344
Stie 12 6806 ENH: AFCO 25 COMMON AIR INTERFACE $35
PACKAGED UNIT PBiCE $3,189
ANNUAL n#mNluuMc E AOREEWEWT FOR ASlRO -
12 YEAR2M4liVlEiWNCEFORA5OVEMOBILESTAllON~O $30
12 K54R3lWWWE~EFORA6OVEMOBlLE~ATlONRADlO MO
$112286
$31361
$25.912
$2.493
$1,971
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S33220
s3.585
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s1210 SlD72
s7.739
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$23.639
$4.113
ssA55 5525
$4,125
$415
5720
$720
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72 240
73 24
74 24
75 900
77 24
78 24
79 24
80 24
87 24 a3 12
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L1702
5880367621
Llrn
TDN8814
TDNaa15
TDN6673
TDN6670
TDf644l
l/~SUPERFLEX.POLYJM.PERKxlT
IR’CONN, N PLUG SFLEX (PLTD)
Mini/UHF M TO NF
l/2’ IDF HEW. POLY JKT, PER FOOT
1/2’CONNECTOR. N PLUG (PLATED)
1/2CONNECTOR, N JACK WlATED)
COAX Pl?olEcToR
1/2’CABLEGROUNDClAMPKJT
CABLE TIES, NYLON
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s923
$1.137
$17
$3 -a389
S41 $989
$41
$77 SlGi
S24
$38 $912
S90 S1#076
Total Equip s395.177
TaX tiO.626 krstallotkn/Rer $31.350
TOTAL S457.153
January 4,1999
City of Carl&cl
2560 Orion Way
Carlsbad,Ca 92008
Att: Chief Brian Watson
Motorola is pleased to present to the City of Carl&ad the final&d subscriber radio
quantities and types for the remaining city public service departments for usage on the
Regional Communications System.
The enclosed list of equipment shown in Schedule “A-2” has been selected and priced
using the RCS ‘Trite Book”.
Terns of Sale
The master lease will not be used for this agreement as requested. Therefore the payment
terms for the equipment and service will be
100% of equipment & tax total Due 30 days from shipment & invoice
100% of installation due after final instaJlation
Communications Equipment Purchase Agreement
Motork will work with you and the City Attorney’s office to modify the existing
agreement between the City of Carlsbad and Motorola. This will be accomplished by
Amendment NO. 2 to the existing agreement.
Statement of Work (SOW)
Motorola has included a statement of work to help define the responsibilities of the City
of Carlsbad and Motorola for the InstallationkemovaI of your subscriber radios shown in
Schedule “A”.
Subscriber Equipment Warranty
Motorola has included information on the warranty period for the proposed equipment.
Also included is the standard repair process. Additional information on maintenance and
warranty repair procedures is being determined by the RCS.
Ifyou have any questions do not hesitate to call me at (760) 930-4013.
Sincerely,
Motorola Inc.
Ed wz!cAkowski
Sales Team Manager
Western Division
cc: Curt Munro, RCS Project Manager
Stu Tant, RCS Radio Service Supervisor
Statement of Work (SOW)
Installation and Services
Motorola will sub-contract to a qualified service provider Quigley/Behr.
Motoroia will ship and deliver the radios to the City of CarIsbad that are specified as the
City of Carlsbad user radios shown in Schedule “A-2”.
City of Carl&ad should contact the RCS project office to make arrangements for the
installation timelines, programming of the radio units, Training for the radio users and the
final radio installation to be performed by the Motorola contracted installation provider.
Removal of existing radios will be accomplished as part of this service.
Training
Training for all subscriber radio equipment will be coordinated by the city of Carl&ad
and the RCS Sheriffs transition training team. Contact the RCS project office for
additional information.
Installation Schedules
Will be coordinated between the City of Car&ad, the RCS/Motorola@uigley’s Behr.
Product Warranties
~Motorola warrants that all products provided under this agreement will be ke from
defects in design, material, and workmanship for the Warranty Periods listed in Table I -
Warranty Periods. During the respective Warranty Periods, Motorola will repair or
replace defective parts free of charge, including fkight, during the product warranty
period,
Table I -. Warranty Periods
Field Unit Equipment From Date of Ship + two year l&3
ESP/
“Express Service Plus Plan (ESP)
This option has been included for all MTSZOOO, MCSZOOO, XTS3000 field units.
(@e&a DigitaI radios contain a I yearparts and labor warranty along with years 2 & 3
maintenance). The ESP provides repair coverage for 2 years beyond the standard 1 year
warranty (for a total of 3 years of radio coverage). Repairs under the standard 1 year
wsrranty can be made at any qualified Motorola Service Center, or when initialization of
the board is required, at the Plantation or National Subscriber Depots. Repairs under the 2
year extended warranty must be made at the National Subscriber Depot (Schaumburg).
All inbound shipping or transportation charges to Motorola must be paid by the
purchaser. Motorola will pay for outbound shipping via Motorola’s normal shipping
methods.
This Factory Depot Service plan is available in addition to the Standard Commercial
Warranty for certain Motorola manufactured subscriber products for a consideration over
and above the price of the product paid by the original purchaser or lessee ( WITH THE
EXCEPTION OF BATTERIES AND ANY MOTOROLA SOFTWARE WHICH ARE
NOT COVERED BY TI3IS PLAN) and is in effect from the date the standard
commercial warranty expires. This plan is available for purchase at the time of equipment
order only..
THIS !‘Z.-%N DOES NOT COVER DEFECTS, MAIXUNCTIONS, PERFORMANCE
FAILURES OR DAMAGES TO THE UNlT RESULTING FROM: A) USE IN OTHER
THAN ITS NORMAL AND CUSTOMARY MANNER B) MISUSE, VANDALISM,
ACCIDENT OR NEGLECT; OR C) IMPROPER DISASSEMBLY, TESTING,
OPERATION , MAINTENANCE, INSTALLATION, MODIFICATION, ADJUST-
MENT, ALTERATION OR REPAIR.
RESOLUTION NO. 1034
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD
MUNICIPAL WATER DISTRICT, CARLSBAD, CALIFORNIA, APPROPRIATING
FUNDS FOR THE PAYOFF OF LEASE AGREEMENTS FOR REGIONAL
COMMUNICATION SYSTEM EQUIPMENT AND 1998/99 MAINTENANCE
COSTS.
WHEREAS, the Carlsbad Municipal Water District is a participating
agency in the Regional Communications System; and
WHEREAS, on November 18, 1997, The City adopted Resolution No.
1002 approving participation in the 800MHz Regional Communications
System.; and
WHEREAS, lease-purchase agreements were used to fund previous
phases of the 800Mhz radio system; and
WHEREAS, it is fiscally prudent to pay off the existing balances of the
lease-purchase agreements for the radio backbone system and for Phase II,
Part 1 radio equipment ; and
WHEREAS, the Water District is responsible for a proportionate share of
the cost of the backbone system and Phase I equipment, the amount of the
share determined by the proportionate number of radios operated by the
District compared to those operated by the City; and
WHEREAS, funds are available in the Water District enterprise fund;
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the
Carlsbad Municipal Water District of Carlsbad, California as follows:
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1. Authorizing the Finance Director to appropriate funds in the amount
! of $416,000 from the Water Enterprise fund balance.
PASSED, APPROVED AND ADOPTED at a special meeting of the Board
of Directors of the Carlsbad Municipal Water District of Carlsbad, California,
held on the 5 th day of January, 1999, by the following vote, to wit::
AYES: Board Members Lewis, Nygaard, Finnila, Hall & Kulchin
NOES: None
ABSENT: None
ATTEST:
(SEAL) -
KAREN R. KUNDTZ, Assistant Secretary
WRITE IT - DON’T SAY IT!
To Chief Brian Watson/Fire
UuePn a/cl@ s From I
Date January 27
0 Reply Wanted
q No Reply Necessary
19 99
Per our telephone conversation this morning, I have attached one original Amendment
No. 2 to the 800 MHZ Motorola agreement. you said that you didn't know what mailing
address to use for Motorola, but that you would call in the sales representative and
have him deliver the original to Motorola.
Thanks for your help, Brian.
.