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Huber Heights staff seek $268,016 five-year deal to replace in-car video; first-year cost not in current budget
Summary
Police staff proposed a five-year purchase plan to replace cruiser video systems with a newer M500 platform at a five-year total of $268,016, payable over five years; council asked for budget timing clarification and noted year-one funding is not yet in the 2025 budget.
The Huber Heights police division presented a proposed five-year purchase of replacement in-car video systems during the April 8 work session. Brian, identified in the meeting as a police division presenter, said the city budgeted to upgrade older Motorola WatchGuard systems and that the five-year total pricing is $268,016, payable over five years. "The 5 year total pricing is in there at 268,016, but that's payable over 5 years," Brian said.
Staff told council the first-year payment — roughly $72,000 — is not currently in the 2025 budget. The vendor offered a no-interest billing plan over five years; staff reviewed leasing alternatives and decided that a lease that would have required funding the full $268,016 up front would not be financially advantageous. Staff also said upgrading to the M500 platform would yield savings of about $2,000 per cruiser as the city avoids frequent hardware repairs; Brian said the upgrade could produce approximately $48,000 in fleet maintenance savings over time.
Council members supported the procurement in principle but asked staff to return with formal budget language. Jim, a city finance staffer, explained the purchase was not in the planned 2025 budget because the need became apparent after the budget cycle and that staff would likely present the required supplemental appropriation at an upcoming council meeting.
Police leaders and council discussed grant pursuit for body and in-car cameras; Brian said the department applied for an Ohio Homeland Security grant but did not receive funding. Council asked police and administration to continue seeking grant sources and to return with the formal supplemental appropriation or contract language at a regular meeting.
