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HomeMy WebLinkAbout017 74 RESOLUTION NO. //-?Y' vVHEREAS, the Board of County Commissioners for Jefferson County has determined it in the best interest of the efficient operation of the county offices to enter into agreement with the State of Washington for the installation of SCAN telephone service; WHEREAS, the State Department of General Administration has re- quested that a preliminary agreement be signed by Lyle T. Watson of the Washington State Association of County Officials as agent for the respective counties desiring the SCAN system; THEREFORE, be it resolved that the Board of County Commissioners hereby authorizes Lyle T. vVatson to sign a preliminary agreement in behalf of the county for SCAN services with the following understanding: 1. That the county may terminate service at any time, and the state discontinue service after 30 days prior written service. 2. Calls on the SCAN network shall be for county purposes and functions only, and personal calls will not be permitted. 3. The county will make payment monthly within ten days following billing at the same rate charged state agencies, and will make an advance payment as required by the State. 1974. ATTEST: BOARD OF COMMISSIONERS JEFFERSON COUNTY,,\ ../ ~ ~, '/J j;) /;' \// "'" /1 {~&;~;-r C ~ ~ ~,/ /[ ( , ,( G /7ft{LA4'~~/ "TE~EPHONI 843.lltUI -; WASHINGTON STATE ASSOCIATION OF COUNTY OFFICIALS loes CAPITOL WAY OLYMPIA. WASHINGTON 9S501 [R(~@~n\Wgrrn . MAft 19 1974 JEffERSON COUNTY lOA" Of COMMISSIONf~ March 18, 1974 To: The Chairman, Board of County Commissioners. From: Lyle T. Watson, Executive Director, WSACO. Subject: SCAN Telephone Installations for Counties. Dear Board Chairman: In December this office mailed to boards of county commissioners and other county officials a bulletin asking for input on county requirements for SCAN telephone installations. Governor Evans, the State Department of General Administration, and the Office of Community Development have agreed to cooperate with counties in this matter, and we are now at the stage where some firm commitment from indiviu- 21.1 counties is now needed before th~ state can proceed further. Fifteen counties responded to the survey (either reports from the county auditor or direct from individual offices) showing a need for SCAN in one or more offices, other counties reported their long distance volume did not justify SCAN; eight . counties cannot be placed on the service because of isolated location from the required telephone facilities (with resultant high cost); and the balance did not respond. If the volwne of required long distance calls to points throught the state is sufficient, SCAN can be a real money saver. on the attached page I have provided information on SCAN relative to cost and other important factors so that you can evaluate the possible benefit to your county. On the bottom portion of this bulletin I am listing the offices of your county that have reported sufficient volwne and a need for the service. However, we suggest that this list be reviewed carefully, adding or deleting where necessary, and contacting any county offices that may have not been surveyed as to need pre- viously. In order to obtain a formal request and action of the county board we are attaching a page on which the board can list the offices for which they desire to order SCAN services, and also a short resolution authorizing the writer to act as their agent in signing a 'preliminary agreement with the state for such ser- vice. More detailed final "Agreement for SCAN Services" will later have to be signed between the Board and the State Department of General Administration, but this will be sufficient at this time to permit the state to proceed with costing out the program. Please return the attached request for SCAN services and resolution to this office by April 10, 1974 if your county desires the SCAN system. Below we have listed the offices indicating a need from our earlier survey: Name of County: JEFFERSON .' ' Offices Desiring SCAN: Auditor and Sheriff ~ L'lW:mjj Encl-2 cc: County Auditors. SCAN INFORMATION FOR COUNTIES At the request of counties the State of Washington has agreed to give careful consideta- tion to adding county offices to the SCAN (State Controlled Area Network) telephone system. Where the volume of lOQg distance calls is sufficient to warrant the service when properly supervised it can provide a substantial reduction in long distance tele- phone charges, and the information below may provide helpful information to counties. in evaluating their need. COST: Intra-state long distance calls are now charged a rate of 7.5~ a minute plus a monthly line cost based on the location of the county offices in relation to SCAN Centrex unit installations. The average line cost is approximately $65 monthly, but will vary from a low of $20 to a high of possibly more than $85. State offices using SCAN have reported that the lower cost per minute has encouraged greater use of the telephone for speedier and more efficient service to the public and saving on ma~i costs, but the telephone charges have not necessarily been reduced substantially be- cause of the greater volume of calls. AVAILABILITY: The ,SCAN system can be used for all intra-state calls for the purpose of county business, and is not limited to calls to other offices having the SCAN system or to state agencies in Olympia. Thus it can be used to respond to inquiries from distant areas of your county, Olympia offices, county offices in other parts of the state, etc. As previously reported due to high cost the service cannot be expand- ed to include offices in Asotin, Columbia, Douglas, Ferry, Garfield, Island, San Juan, and Wahkiakum Counties, but possibly within a few years these areas will also have an opportunity to consider being on the network. For those offices requiring frequent out-of-state calls to Washington, D. C., etc., arrangements can be made in some loca- tions to be added to WATS -- a Wide Area Telephone Service which the state subscribes to allowing a less expensive rate for out-of-state calls. Personal calls using SCAN facilities are not permitted. TYPE OF INSTALLATION: The Department of General Administration reports that they prefer individual SCAN telephones directly assigned to a separate county office, and will not make installations into county Centrex systems. However, where the county has a staffed switchboard where calls can be controlled and charges allocated to the individual offices, consideration may be given to requests for one or more switch- board SCAN lines that can be made available to county offices as determined locally. In some smaller counties it may be most economical to have a SCAN line into one centrally located office, and have other departments use this one line with the cost prorated according to use. PAYMENT: The State will present a single bill to the county monthly on the sarne basis as it bills state agencies, and the county shall make payment in full within ten days after receipt of the statement of charges. One billing monthly will be sent to each county with 'a listing of every fifth call by each individual SCAN tele- phone for use of the county in determining the charges by department. An advance payment of three months' service, just as required of state agencies, will be asked so that the state may pay the telephone company as they are billed for the total system. , " ", , It., FIRM REQUEST FOR SCAN TELEPHONE SERVICE " 'l.. The Board of C~unty State of Washington offices: Office Conunissioners of ,Tefferson County hereby requests the, to make SCAN telephone service available to the following county'/ ,\ Location Auditor's Office ShAriff's Office Jefferson Co. Courthouse, Port Townsend, Wa. ~8368 .. .. .. II II .. .. It is understood that the county may terminate service at anytime, and the sta~e may discontinue service after 30 days prior written notice. Calls on the SCAN netWork shall be for county purposes and functions only, and personal calls are not permitted. ' The county will make payment monthly for user charges within ten days after receipt ' of the monthly billing, and will make an advance payment of three months' service when requested by the State. 'mi. I) ~/9PY (Date signed of County '\ ~- --. - " - - - - - - - - - -"-- - -