Item 10ACity of Southlake, Texas
MEMORANDUM
March 12, 2003
TO: Billy Campbell, City Manager
FROM: Gary Gregg, Technical Services Manager
SUBJECT: Authorize the Mayor to Enter Into an Interlocal Agreement between the Cities of
Bedford, Colleyville, Euless, Grapevine and Keller to Join the Northeast Tarrant
County Trunk Radio System
Action Requested: City Council authorization for the Mayor to enter into an Interlocal Agreement
between the Cities of Bedford, Colleyville, Euless, Grapevine and Keller to
join the Northeast Tarrant County Trunk Radio System.
Background
Information: The Southlake Department of Public Safety currently operates on two different
trunked radio systems with neither providing adequate complete coverage
throughout the City. Interoperability between divisions is also hampered. The
Crime Control and Prevention District commissioned Trott Communications to
perform a communications study to resolve the problems and recommend a
strategy for the City's public safety communications. On February 5, 2003, the
Southlake Crime Control and Prevention District (CCPD) board met, reviewed
and accepted the Trott report and approved funding for the proposed strategy.
The CCPD board authorized the expenditure of CCPD Capital Improvement
Program fund monies earmarked for improvement of the City's radio
communications by joining the Northeast Tarrant County Trunk Radio System.
The Northeast Tarrant Trunk Radio system reaches more than 60% of the
inside of Southlake structures. This is more than three times greater than either
of the two current systems. The Northeast Tarrant Trunk Radio System is
owned by the member cities of Bedford, Euless, Colleyville, Grapevine and
Keller. If the Council approves this interlocal agreement the City would be
responsible for a 1/6 share of the initial purchase of the system and 1 /6th share
of a recent upgrade that has been made to the Northeast Tarrant Trunk Radio
System. These amounts are $205,472 (initial trunk system purchase) and
$265,302 (upgrade to the Colleyville prime site). Actual equipment and
programming required for this agreement is covered under another proposal
submitted for review by Council. Any future cities joining the system would
be required to pay a 1 /7 share of both costs. Our share from the future
seventh member would be $29, 353. We would additionally be entitled to a
reimbursement for a portion of the equipment upgrades we would make to the
system as a matter of our joining.
Financial
Considerations: The cost of entering into the Interlocal Agreement is $469,775. The CCPD
CIP fund budgeted $1,000,000.
Citizen Input/
Board Review: The Southlake Crime Control and Prevention District met February 5, 2003,
adopted the strategy proposed by the Trott report and approved the expenditure
of funds from the CCPD CIP to allow for the joining of the Northeast Tarrant
Trunk Radio System and any necessary equipment and programming changes
necessary.
Legal Review: City attorneys have reviewed this agreement.
Alternatives: Staff would seek optimize the current system to the degree possible and
possibly pursue a complete communication system in the future as frequencies
become available.
Supporting
Documents: Attached Interlocal Agreement Amendment and original Interlocal Agreement.
Staff
Recommendation: Place this item authorizing the Mayor to enter into an Interlocal Agreement
between the Cities of Bedford, Colleyville, Euless, Grapevine and Keller to
join the Northeast Tarrant County Trunk Radio System on the March 18, 2003
City Council meeting agenda for consideration.
INTERLOCAL AGREEMENT AMENDMENT
BEDFORD, COLLEYVILLE, EULESS, GRAPEVINE, KELLER
ANDSOUTHLAKE
THIS AMENDMENT to the Interlocal Agreement relating to the ownership, management, future
updates, future membership, maintenance, and operation of the 800 MHz trunk radio system (hereafter
known as "The Trunk System',) is made this the day of 2003, by and between the CITIES
OF BEDFORD, COLLEYVILLE, EULESS, GRAPEVINE, KELLER, and SOUTHLAKE, all being home -
rule municipalities, located in Tarrant County Texas (hereinafter collectively known as the "Members "),
and
WHEREAS, the existing interlocal agreement, passed the 3�d day of March, 2000, in Section 2.3
provides for the addition of future members of The Trunk System, and
WHEREAS, Section 2.3 of the existing interlocal agreement specifies the fees to be paid by
member number six to the City of Grapevine (1 /6 share of the cost of the initial trunk system
infrastructure in the amount of $205,472 and 1 /6' of the Colleyville prime site upgrade $265,302) and,
WHEREAS, the City of Southlake has requested membership in The Trunk System agreeing to pay
the aforementioned fees to the City of Grapevine ($469,775) in a manner agreeable to the City of
Grapevine, and
WHEREAS, the City of Southlake will maintain ownership of a 800 MHz frequency to be added
to The Trunk System as a requirement of membership, including the filing for all appropriate Federal
Communication Commission documents required to merge the frequency into the system infrastructure,
and
WHEREAS, the City of Southlake has agreed to fund the installation of the required radio
equipment to merge the 800 MHz channel into the infrastructure necessary for the merging of the
frequencies, including the reprogramming of subscriber and console equipment of the other Members, and
WHEREAS, the current Members acknowledge that this amendment to the existing interlocal
agreement is intended to include the City of Southlake as member number six as specified in Section 2.3 of
the existing interlocal agreement, and
WHEREAS, Chapter 791 of the Texas Government Code provides for interlocal agreements for
governmental functions such as contemplated by this Agreement,
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NOW, THEREFORE, upon the mutual covenants, conditions and promises contained herein, the
Members agree that Section 2.3 of the existing interlocal agreement be amended by the addition of sub -
Section 2.3.1 as follows:
Section 2.3.1 Membership - Southlake
2.3.1.1 Membership in The Trunk System is hereby granted to the City of
Southlake, provided:
1. Payment of the buy in fees as specified by the interlocal agreement is
made to the City of Grapevine.
2. The 800 MHz frequency owned by the City of Southlake is merged into
the infrastructure.
3. All necessary infrastructure equipment upgrades, including base
stations, are provided by the City of Southlake, and
4. The reprogramming of subscriber equipment, including consoles is
provided by the City of Southlake.
5. That the City of Southlake agrees to abide by the provisions of the
existing interlocal agreement, this amendment and the by laws of the
Technical Committee.
2.3.1.2 Members agree that future members who bring radio frequencies to The System,
in addition to paying all buy in fees as required by Section 2.3 of the initial
interlocal agreement, shall pay to the City of Southlake an amount equal to
twenty -five percent of the upgrade provided by Southlake ($13,307) for each
frequency added to the infrastructure. The payments to Southlake are hereby
limited to the installation of three additional frequencies as that complete the
loading of the upgrade provided by Southlake.
APPROVED BY THE CITY COUNCIL OF THE CITY OF BEDFORD, TEXAS:
M
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Date: Attest:
APPROVED AS TO FORM:
City Attorney
APPROVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS:
0
Date: Attest:
APPROVED AS TO FORM:
City Attorney
APPROVED BY THE CITY COUNCIL OF THE CITY OF EULESS, TEXAS:
Bv:
Date: Attest:
APPROVED AS TO FORM:
City° Attorney
APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS:
0
Date: Attest:
APPROVED AS TO FORM:
City Attorney
APPROVED BY THE CITY COUNCIL OF THE CITY OF KELLER, TEXAS:
0
Date:
Attest:
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APPROVED AS TO FORM:
Cit-- Attomev
APPROVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS:
0
Date:
APPROVED AS TO FORM:
City Attorney
Attest:
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