Commission authorizes purchase of new county copier after Jan. 1 amid end of service contract
October 30, 2024 | Brown County, South Dakota
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Brown County commissioners authorized the purchase of a replacement copier to be made after Jan. 1, 2025, after county staff reported the current machine will no longer be eligible for a service contract beginning Jan. 1.
Scott Beard, planning and zoning director, described the county copier’s age and usage and told commissioners the vendor notified the county that a service contract would not be available after Jan. 1. Commissioners discussed options: continue with repairs through the end of the year while budgeting to buy a new machine in the 2025 budget cycle, or supplement the current year budget. The transcript includes price information cited by staff and commissioners: the current used copier was purchased for about $4,999; a comparable new model was quoted in the meeting discussion near $8,900, and online prices were described in a range of roughly $8,000–$13,000.
Motion and outcome
Commissioner Dennard moved to approve purchasing a new copier after Jan. 1 (placing the purchase into the 2025 budget cycle); Commissioner Gage seconded, and the motion carried by voice vote. Commissioners noted the service contract runs through Jan. 1 and that staff should time delivery to avoid operational gaps when monthly packets and county printing are required.
Clarifying details
Staff estimated the department would be roughly $7,500 short in the 2024 budget to fund a replacement immediately and therefore recommended purchasing in the 2025 budget year. Commissioners discussed delivery lead times and the need to ensure the county would not be left without printing capability during transition.
Provenance (transcript excerpts)
Topic intro excerpt: "We just had a notice on our, last service contract, payment monthly charge ... starting January 1. There will no longer be available service contract on our, copier.".
Topic finish excerpt: "We have a motion by Dennard to approve the purchase of the copier after the January 1. Second by Gage. Further discussion? Hearing none, all in favor signify by saying aye. Aye. Opposed, nay."
Scott Beard, planning and zoning director, described the county copier’s age and usage and told commissioners the vendor notified the county that a service contract would not be available after Jan. 1. Commissioners discussed options: continue with repairs through the end of the year while budgeting to buy a new machine in the 2025 budget cycle, or supplement the current year budget. The transcript includes price information cited by staff and commissioners: the current used copier was purchased for about $4,999; a comparable new model was quoted in the meeting discussion near $8,900, and online prices were described in a range of roughly $8,000–$13,000.
Motion and outcome
Commissioner Dennard moved to approve purchasing a new copier after Jan. 1 (placing the purchase into the 2025 budget cycle); Commissioner Gage seconded, and the motion carried by voice vote. Commissioners noted the service contract runs through Jan. 1 and that staff should time delivery to avoid operational gaps when monthly packets and county printing are required.
Clarifying details
Staff estimated the department would be roughly $7,500 short in the 2024 budget to fund a replacement immediately and therefore recommended purchasing in the 2025 budget year. Commissioners discussed delivery lead times and the need to ensure the county would not be left without printing capability during transition.
Provenance (transcript excerpts)
Topic intro excerpt: "We just had a notice on our, last service contract, payment monthly charge ... starting January 1. There will no longer be available service contract on our, copier.".
Topic finish excerpt: "We have a motion by Dennard to approve the purchase of the copier after the January 1. Second by Gage. Further discussion? Hearing none, all in favor signify by saying aye. Aye. Opposed, nay."
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