Commission approves $18,930 purchase of KeyTrak key and evidence-tracking system

The Dickinson County Commission voted to authorize the sheriff’s office to purchase a KeyTrak GuardianEdge key- and evidence-tracking system for $18,930.21, the commission said. The purchase will be funded from sheriff’s office-restricted accounts (VIN inspection and offender-registration fees), the commission was told.

The most immediate rationale came from the sheriff’s office representative, who said the system combines thumbprint-based key checkouts with a biometric temporary-evidence locker, allowing staff to “know who checked [a key] out, who checked it in” and to better track evidence left during an interrupted processing event. The presenter said the system addresses recurring lost-key problems for cruisers and evidence lockers.

Commissioners asked about recurring costs and warranty coverage; presenters cited a maintenance/licensing fee but gave different figures during discussion. Commissioners clarified that the $18,930.21 is the one-time authorization amount and that future maintenance fees will be charged to the sheriff’s departmental fund. The motion to approve the purchase was made by a commissioner who emphasized that the expense comes from law-enforcement-restricted funds and was seconded by another commissioner; the commission then voted to approve the authorization.

The commission directed staff to inform the sheriff’s office and to proceed with procurement consistent with county purchasing rules. No additional county-general-fund dollars were allocated for the purchase.

What happens next: The sheriff’s office will complete procurement and begin setup; the county will record ongoing maintenance fees against the appropriate sheriff’s fund in future budgets.