Sparta council backs trial of asset-tracking software; initial setup cost cited

The Sparta Town Council heard a presentation on a proposed asset-tracking software aimed at improving inventory, maintenance and accountability and recorded a motion and voice approval to move forward with the trial.

S4 (Staff member) outlined the vendor’s pricing: an initial setup fee of $11,792.10, a first-year support price that would later drop to roughly $8,467 and then to $8,975 in subsequent years, with an expected annual escalation of up to 6 percent depending on population thresholds. “The initial setup as, stated would be $11,792.10,” S4 said, adding that the vendor offered a two-year lock on some pricing elements and that the town would not be charged the full amount until the town could run the system independently.

S4 suggested contracting a vendor to perform the setup and train staff and recommended splitting ongoing costs across water and sewer, police and general funds. S3 (Chair) and others discussed manpower and contract length; S4 emphasized the council could choose not to continue the contract annually if savings did not justify the expense.

The council recorded a motion and second and the chair called for a voice vote; the transcript records an affirmative voice response. The meeting record does not include a roll-call tally. Council asked staff to proceed with contract terms, to examine budget impacts and to report proposed contract language at the next budget session.

Next steps: staff to negotiate setup terms and return with contract language and budget implications for council review before making longer-term commitments.