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05-25-2010 Special Meeting (Draft) COMMUNICATIONS INTERLOCAL AGENCY - GOVERNING ... BOARD SPECIAL MEETING March 25, 2010 DRAFT The Special Meeting was held pursuant to public notice at the City of Port Orange, City Council Chambers, 1000 City Center Circle, Port Orange, Florida on March 25, 2010. The meeting was called to order at 10:10 a.m. A role call was taken with Mayor Allen Green and Council members Jack Grasty and Ted Cooper present. Also present was Board Council Margaret Roberts. There were no Public Comments and Correspondence. There were no comments from Governing Members, City Managers or Customer Agency Chiefs. Under New Business, Director Bubb handed over the presentation of the County '` Report or Board Council Margaret Roberts, investigating the incident which occurred on January 8, 2010 in the City of Edgewater. Ms. Roberts stated that RCC had received an undated report from Volusia County referencing a response on January 8 2010, marked Draft 5. At this time, this is all that we have received to date, but we do expect additional documentation via e-mail. Ms. Roberts has reviewed the RCC dispatch record in addition to this Volusia County report. Ms. Roberts assured the Governing Board that from what she has seen from that record, RCC is operating as the Board has intended it to, and it is operating properly. Ms. Roberts stated that this is a very sensitive matter, and she would ask the Board to keep that in mind with regards to the facts and circumstances of all the parties involved here. Ms. Roberts stated that she is more than ready to share the unredacted time records with any Board member. Ms. Roberts also wants to assure the Board that she will keep this matter on the forefront and that all records will be reviewed by Ms. Roberts as they are received. Board Council Roberts stated that she would keep all Board members apprised of the circumstances, and if any Board member has any questions on this matter please don't hesitate to contact her directly at anytime. Ms. Roberts does anticipate that there will be some legal expenses in obtaining records, and that she will keep them reasonable. Ms. Roberts will also do everything in her power to preserve the integrity of RCC and to provide the public with confidence in the RCC system. `..r Ms. Roberts does not agree with the statements that have been provided in the Volusia County report. Ms. Roberts believes there may be some inaccuracies. Board Council then stated that there are inaccuracies in the report. Ms. Roberts stated that we will continue to attempt to work with Volusia County on this matter, and Director Bubb has already begun to do so. Mayor Green stated that his position is that he needs more information before he makes any decisions on this matter. Mayor Green wants to support RCC but needs more information at this time to make an honest appraisal. And he agrees, that RCC will need some outside help to make sure that the Board is properly informed and that RCC has the proper representation. Councilmember Grasty concurred with Mayor's Green's comments, as did Ted Cooper, Edgewater Councilmember. Mr. Cooper than stated that he may have to recues himself due to his position as a City Commissioner for Edgewater. Mr. Cooper asked Board Council if a law suit been filed. Ms. Roberts stated that no law suit has been filed to her knowledge. Normally it takes a bit of time, and they have some time should they chose to file suit. Mayor Green stated that based on the general information, we'll need to map out all the use of transport information which we currently don't have at the present time. There's no way we can make any decisions on this matter. Director Bubb stated that he has put together a chronological time line of events that we have available from audio tapes and CAD reports, and summarized that for the Board. Director Bubb has also provided a policy issued by Volusia County that places some responsibilities on agencies to facilitate effective communication inn these types of calls. When the Board goes through the timeline, they will see that this policy was not followed. Director Bubb stated that this is just 2 more pieces of information supplied to the Board at this time. Ms. Roberts stated that RCC was not asking for any decisions today from the Board and that this meeting was to appraise the Board on where RCC was and where we're trying to go. Mayor Green asked if he could have a spreadsheet with all the players across the top of the sheet so that he can see what's occurring at each one of these agencies. Ted Cooper requested the same. Mayor Green stated that he has the utmost confidence in all the Managers and Chiefs involved. The meeting was adjourned at 10:17 a.m.