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07-16-2010 COMMUNICATIONS INTERLOCAL AGENCY - GOVERNING BOARD July 16, 2010 — Monthly Meeting Minutes The July meeting was held pursuant to public notice at the City of Port Orange, City Council Chambers, 1000 City Center Circle, Port Orange, Florida on July 16, 2010. The meeting was called to order at 9:01 a.m. A role call was taken with Mayor Allen Green, Councilman Jack Grasty, Councilman Ted Cooper and Board Attorney Lynette Luff present. The regular minutes of the March meeting were reviewed and accepted with unanimous approval from the Board. There were no Public Comments or Correspondence. There were no comments from the Governing Members, City Managers or Customer Agency Chiefs. �r.• Under Committee and Project Reports, the Director presented the Finance and Budget Report as provided by John Shelley, Finance Director of the City of Port Orange. At 75% of the fiscal year, RCC is at 68% of the budget at this time, making us 7% under budget, pending any major events that occur before the end of the year, we expect to finish the year under budget. All major bills are paid at the beginning of the fiscal year. Mayor Green questioned the lack of money in the training budget, and Director Bubb responded that we do all training in- house. Councilmember Ted Cooper asked the Director if we had to let people go, or are we just not filling positions. The Director responded that we still have the original seven positions frozen from three years ago and RCC has only filled current vacancies. Mr. Cooper commended Mr. Bubb on the fact that this has been the third year in a row, where RCC has come in under budget. Mr. Bubb reminded the Board that this is the third year in a row where there have been no salary increases for staff, and that the Board had mentioned the fact that we may be able to look at a one time lump sum payment to staff depending on the monies left at the end of the year. Mr. Cooper stated that if RCC has some excess monies at the end of the year, people are going to need everything they can get in this current economy. Mr. Cooper asked when Mr. Bubb would like to pay these lump sums to the employees, and Mr. Bubb replied that he would like to make this payment at the close or beginning of the new fiscal year in October. The Finance and Budget Report was accepted by the Board with unanimous approval. Under the Director's Report the Director presented the monthly Services Report low to the Governing Board. The year to date comparison with last year's Services Report shows that the month of June started showing increases in the volume of calls received over the past year. Also under the Director's Report Mr. Bubb stated that they had made a presentation to VCOG a while ago and RCC is still moving forward with our version of Emergency Medical Dispatch. The system has been approved by Dr. Springer, Volusia County Medical Director, and RCC is looking at either the first or second week of August to implement the new system. RCC's system is different than Volusia County's as the County has come out with five calls types where Fire or Medical only will respond. RCC's system is made by sound medical protocol. Two safeguards have been built into our system and that is when we require transport only, we give it to Central Fire for EVAC dispatch. We are requesting that in ninety seconds the med unit comes up on our channel and advises our dispatchers where they are responding from and their ETA. If they have an ETA greater than 10 minutes, we will send a Fire Truck. This is required now due to the lack of accountability in the system, even though EVAC is not held contractually to response times for non - emergency calls, there was some concern. Also, in a new system you always have to have a fall back. We presented that also at the VCOG meeting, and Dr. Springer thought that it was a good idea. Mr. Bubb received an e-mail from Michael Mellon, Director of EMS stating that they would not respond to calls as RCC wanted in regards to ETAs. low Included in this packet are the guidelines for EVAC to respond as stated by the Volusia County Sheriffs Office, which states that EVAC will respond regarding ETA's to the appropriate fire /rescue dispatch. There was no Attorney's Report. Under Unfinished Business the Director offered that there was no additional information to report at this time on the Sabal Palm incident. Included in the packet, is a more simplified time line of the events. Mr. Cooper asked if there had been any lawsuits filed at this time. Mr. Bubb replied that nothing has been brought to his attention. Margaret Roberts reported that there have been no additional allegations towards Edgewater or RCC, and there have also been no apologies or corrections and no response to our questions that that which had been reported is inaccurate. Under New Business, Director Bubb submitted the Budget for Fiscal Year 2011 to the Board. Mayor Green moved to approve the FY 2011 budget, which was approved by unanimous vote. The Director told the Board that were a few additional items he needed to discuss such as the fact that RCC could be in a position to general revenue. RCC currently has 2 proposals for service, one w.. being Oak Hill, and another from Daytona Beach Police & Fire. We had met with Daytona Beach in the fall last year for numbers, but at that time every City was `°-r `°11mor looking to cut expenses. Basically for RCC it would have been very difficult at that time to bring Daytona Beach on. Since then Daytona Beach has come back again to begin the dialogue process on joining RCC, and at this time we have options in front of us. i.e. utilizing the current EOC in the Center to accommodate dispatchers for Daytona Beach, creating a center in Daytona Beach new police department or maybe have Daytona Beach join with Ormond Beach and Holly Hill to create an "RCC North ". There were no Summary Comments from the Governing Board Members. The meeting was adjourned at 10:10 a.m. Approved by e Bo rd on Septe er 23, 2010 By Chairma Allen Green Nor Vow i • o � ?MT ° � The City of Port Orange Star - m FINANCE DEPARTMENT 1867 t ZORt9' Memorandum To: Board of Directors — Consolidated Dispatch From: John A. Shelley, Finance Direct i Subject: Finance Report for Consolidated Dispatch -Period ending June 2010 Date: July 13, 2010 Attached to this memorandum is copy of the Detailed Budget Report and Revenue Report for consolidated dispatch for the month ending June 30, 2010. Through June, total billings and collections from the various City participants and other sources are $2,140,902. Operating Expenditures through June are $1,527,037 with another $63,060 encumbered. Now Please note: Billings to Municipalities are complete through August 2010. We will wait until October in order to true up cash and billing requirements for the fiscal year. Should you have any questions regarding this memorandum of its attachments, please contact me. cc: Kenneth W. Parker, City Manager David Bubb, Director of Communication Interlocal Dispatch Stella Gurnee, Comptroller I I C o ww 0 0 0 0 -'Cr 0 Oat -0 ...r... .4. -0 0 ID CO 0 0 0 0 0 0) in 0 ' - 0 NO 0 0 0 0 0O a 4 0 N Af)0 -0 PO 0) In -' -' 0 0 M M a 0 j Z M d a h 0- N J¢ P CO W 0 1 0 0 O a h 03 4 0 . 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O 0 - ((31 01 0 o 0 0 -� A N n A N N A Cn N CD C O A Co a - co N C)) W 0 O) A • N W (n O J LA , I N 0) -L O) 00 N A co N ( A 0 01 N 0)) A 0 o O_ 01 O N v 0 c. CO Co 0 0 o J (O 0( o A W .- N A Cr, c.n N J 01 co N (0 Co cm 01 N - co A N J Co (O 01 O N W 01 Co - co O � A W- -, CD = A O A A 0) A N 00 Co J OD o Co A A -a N C71 O N 01 01 O -, N -4 — W 61 Cr, -, 0 Co J A -->. (O (0 CO A o o (01 0 01 (0 _ _ a W—a N (T 0) N 0 - 01 A N CO W � 0) 'A -' W Cr, A Cn J o , 001 � N) 0 0 CO (0 CO 0) C a n W J O co V N N N -a — Cr, 4). Co a (0 A CO W • V W 0 A A- W N o o A 0 CA O) 01 cO K W - N -. N A 61 cn N p a W - 0 W z a -> 0) - -. -. N-0) W W 0) N O N W 61 (O -a J 0 OD J— 0 O J CO Co CD 01 CO W N W -4 0 A N N 0) O A O1 CO J N o 0 0 - (0 N J 00) 0) o o 0- O) ( < W N -' A Cr, A N 0 01 W N (0 W O1 O Ot - CO N O) co A 0) L, -CO J IV A 0) O) 01 J W CO A A N W 0) 01 N -4 J V (,W O� 0 0 Co O A J A Co A N A Co o O - A. N 0 C O o o v 0 W-A 0 - _A -I N C _ 0 71 -� N CD 0) 01 - 0) Co J CO Co d7 A J J A N N W W J, W 0)) 0 01 A _ A D) - -' CO CO -4 0) O -. C71 - 4%. J - • co 0) a A J W (0 J is) O) N 0) 0) - CD 0 J Co (7) O 0) N Ca Co 0 o N J O Cn -4 0 0) 01 N J Cn 01 O 00 0 o N O - (71 W O 01 (fl o 0 0) (71 (O 0 Page 1 of 2 Bubb, David From: Mellon, Mike [mmellon ©evacamb.org] Sent: Thursday, July 01, 2010 10:49 AM To: Bubb, David Cc: Poniatowski, Mike; Smith, Debbie; Peter.Springer ©halifax.org; Mark Wolcott; Chief Tad Derr; Chief Dan Scales; Chief David McCallister; Chief Steve Cousins; Weber Tom Subject: RE: EMD Dave, Sorry we did not have a chance to talk following the VCOG meeting. I would have liked the opportunity to have reviewed the RCC's EMD criteria and response profile with you. As you well know, EVAC's med units communicate with responding fire units utilizing the various TAC channels throughout the county. As the communication centers move towards and begin the implementation of EMD resource allocation, I have advised EVAC's communication center of the following. Ambulance only response: When the VCSO Fire /EMS communication center receives an ambulance only response from the RCC or Deltona, EVAC is to be dispatched non emergency. EVAC will provide VCSO Fire /EMS communication center with the ETA to scene. Additionally, if the assigned med unit is diverted to an emergency, the VCSO Fire /EMS cormunication center will notify either the RCC or Deltona of the diversion and the new ETA to the scene. Since these responses are non emergency, ambulance only, EVAC's rried units will coordinate through the VCSO Fire EMS communication center as o pp o sed to TAC _:hannels. Please advise me as to the starting date. If you have any questions, please give me a call. Nkaw Thanks, Mike Michael J. Mellon Executive Director Emergency Medical Foundation, Inc 386 252 4900 From: Bubb, David [mailto:dbubb @port- orange.org] Sent: Tuesday, June 29, 2010 10:05 AM To: Mellon, Mike Cc: Poniatowski, Mike; Smith, Debbie; Peter.Springer©halifax.org; Mark Wolcott; Chief Tad Derr; Chief Dan Scales; Chief David McCallister; Chief Steve Cousins; Chief Tom Weber Subject: EMD Good morning Mike, I wanted to follow up on the brief conversation and subsequent agenda discussion we had last evening at the VCOG meeting. At the meeting you received a copy of our EMD criteria and response profiles. In short we've categorized all our EMS calls into either ALS or BLS. All ALS criteria calls will result in a Fire & Transport dispatch. In general BLS calls will be classified as either a Fire response only or Transport only. The criteria presented, has been approved by 7/13/2010 Page 2 of 2 Volusia County Medical Director Dr. Springer, the RCC Fire Chiefs, and the City /Town Managers serviced by RCC. On the Transport only calls, in accordance with Volusia County Sheriff's Office Central Fire Joint Tactical Channel Usage Procedure issued June 15, 2008, we're reaffirming that the Medic Unit assigned to the call comes up on Fire 3 and advises RCC that they are en -route to our call and again when they arrive. (Although not in the current procedure, we are requesting the Medic Unit also communicate with RCC when they clear the scene and what the disposition was) Also in accordance with the Joint Tactical Channel Usage Procedure, Central Fire will notify RCC when a Medic Unit is diverted and the newly assigned Medic Unit will follow the same notification procedure. In either instance, RCC will be requesting the Medic Units Location and ETA to the call. Initially we have adopted a 90 second notification and 10 minute response window for the Medic Unit on BLS criteria calls. What this translates to is that if after 90 seconds from the time Central Fire receives the call, the Medic Unit is unable to come up on Fire 3 and notify RCC that they are responding, RCC will dispatch a Fire response. Additionally, if the Medic Units ETA is greater than 10 minutes, RCC will dispatch a Fire response. RCC, its users and governing bodies all understand that contractually EVAC is not bound by response times to non - emergency calls. The 10 minute response window was determined as a reasonable and attainable "phase in" response time for our communities that are used to receiving a response within 3 -6 minutes. At this time we are probably 2 -3 weeks away from implementation. We will certainly be communicating with everyone as we move closer to cutover. Please let me know if you have any questions, suggestions or feedback on aspects that we may have overlooked. As always I look forward to your continued support and if there is anything I can do or provide to you and your staff, please don't hesitate to ask. I look forward to hearing from you. Dave David B. Bubb Executive Director Regional Public Safety Communications Center 1395 Dunlawton Ave Port Orange, FL 32129 386- 506 -5963 Noirov 7/13/2010 Volusia County Sheriffs Office Central Fine vimir General Information 1 Joint Tactical Channel Usage 1 06/15/08 PURPOSE To provide guidelines for EVAC Ambulance Response on Fire/Rescue Tactical Channels (TAC) RESPONSIBILITY All Communications, Fire/Rescue & EVAC personnel shall be familiar with these guidelines. PROCEDURE/GUIDELINE A. EVAC Ambulance units responding to fire/rescue alarms will be assigned to a TAC utilized by fire/rescue for that alarm. THIS ASSIGNMENT WILL BE PROVIDED TO THE MEDIC UNIT IN THE NOTES VIA THE MDT B. The responding EVAC unit will select the appropriate TAC & notify the appropriate fire/rescue dispatch that they are responding by indicating their unit number and the incident location. Dispatch shall acknowledge by echoing the information followed by the time. • "Medic 67 to Deltona - responding to 777 Deltona Blvd • SOFECC units will advise Central Fire they are enroute via their MDT if available • SOFECC Dispatch will announce the Medic unit number with the Fire /Rescue unit at the Tac position in their initial announcement of information C. When the Medic unit arrives on scene they will advise the appropriate fire /rescue dispatch that they have arrived on scene. • "Medic 67 to Deltona on- scene. • SOFECC units will advise on -scene via their MDT if available If the Medic unit arrives on scene prior to responding fire /rescue unit(s), they may provide the appropriate fire /rescue dispatch with an update on the incident, request additional equipment needed, or advise to reduce the responding unit to non - emergency. • "Medic 67 to Deltona on -scene with FHP° • "Medic 92 to RCC on -scene — advising two vehicles with one vehicle possible entrapment. 1 Likewise, if a fire /rescue unit arrives on scene prior to the Medic unit, they may reduce the inbound Medic unit to non - emergency or request additional equipment via their Communications Center. "Engine 96 to Dispatch on- scene, accident appears minor - reduce additional unit to non - emergency." the event that the responding Medic unit is diverted to another emergency „ SOFECC dispatch will advise the appropriate Fire/Rescue dispatch he newly assigned Medic unit will come up on the pre - assigned TAC and =f tify the appropriate Fme/Rescue dispatch of their response and replacement 3- the previous unit 'Medic 85 to Deltona responding to 777 Deltona Blvd' Unit to unit transmissions will be an acceptable practice. However the following should not be overlooked. TACs should not be used as a talk- around. Only short, concise and pertinent alarm information should be exchanged. to Unit to unit transmissions should not be used to circumvent the communication process. At all times for all alarms the appropriate Fire /Rescue dispatch will notify SOFECC dispatch of the alarm and all appropriate information for that alarm via the normal mode used for the transfer of the alarm. 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RCC FY2010 - FY2011 Draft Budget Acct # Description FY09 -10 Budget FY10 -11 Budget 12 -00 Salaries /Wages $ 1,021,783.00 $ 1,021,783.00 14 -00 Overtime $ 168,890.00 $ 150,000.00 x ,15 -00 Tuition $ 1,000.00 $ - 15 -10 Certs /Licenses $ - $ 2,100.00 15 -11 Physical Exams $ 420.00 $ 100.00 21 -00 FICA $ 96,446.00 $ 96,446.00 22 -00 Retirement $ 124,078.00 $ 124,078.00 23 -00 Health Insurance $ 205,521.00 $ 205,521.00 23 -01 Disability $ 5,500.00 $ 5,500.00 24 -00 Workers Comp $ 15,782.00 $ 2,000.00 25 -00 Unemployment Comp. $ 9,856.00 $ 2,500.00 26 -00 EAP $ 1,200.00 $ 1,200.00 31 -12 Legal $ 1,000.00 $ 1,000.00 31 -13 Other Professional Services $ 50,000.00 $ 40,000.00 31 -16 Audit Fee $ 2,000.00 $ 2,000.00 34 -17 EAP $ 1,500.00 $ 500.00 40 -00 Travel $ 2,500.00 $ 300.00 40 -10 Employee Training $ 2,000.00 $ 500.00 41 -00 Communication Services $ 200,000.00 $ 150,000.00 43 -10 Electrical Services $ 18,500.00 $ 18,500.00 44 -13 Fleet Financing $ 4,953.00 $ 4,583.00 44 -15 Building Lease $ 44,000.00 $ 50,000.00 X45 -10 Liability /Property Ins $ 39,500.00 $ 35,000.00 45 -16 Workers Comp $ 10,194.00 $ 10,194.00 45 -19 Vehicle Insurance $ 877.00 $ 1,000.00 46 -10 General Equip Maintenance $ 10,000.00 $ 6,500.00 46 -12 Vehicle Maintenance $ 3,200.00 $ 2,000.00 46 -15 Vehicle Maint /Repair $ - $ - Acct # Description FY09 -10 Budget FY10 -11 Budget 46 -16 Building Maintenance $ 6,370.00 $ 6,710.00 46 -36 Software Maintenance $ 221,000.00 $ 221,000.00 47 -00 Printing & Binding $ 200.00 $ - 49 -01 Advertising $ - $ - 49 -02 Computer Software $ 10,000.00 $ 7,500.00 49 -16 Computer Hardware $ 7,500.00 $ 5,000.00 51 -00 Office Supplies $ 7,000.00 $ 6,000.00 52 -00 Other Operating Supplies $ 17,502.00 $ 8,000.00 52 -10 Gas.Diesel,Oil & Grease $ 4,000.00 $ 2,700.00 52 -12 Uniforms $ 3,996.00 $ 2,500.00 52 -15 Postal Service $ 200.00 $ 100.00 54 -00 Dues & Membership $ 500.00 $ 250.00 54 -01 Books & Subscriptions $ 500.00 $ 200.00 X 62 -00 Buildings & Improvements $ 1,000.00 $ 1,000.00 64 -00 Machinery & Equipment $ 1,000.00 $ 750.00 64 -06 Communication Equipment $ 5,000.00 $ 4,000.00 64 -15 ADP Equipment $ 5,000.00 $ 5,000.00 99 -10 Other Non -Op Contingency $ - $ - TOTAL $ 2,331,468.00 $ 2,204,015.00 Percentage Change 5.5% Under 09 -10 volow 'r