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05-17-2011 COMMUNICATIONS INTERLOCAL AGENCY - GOVERNING BOARD May 17, 20 -11 — Monthly Meeting Minutes The May meeting was held pursuant to public notice at the City of Port Orange, City Council Chambers, 1000 City Center Circle, Port Orange, Florida on May 17, 2011. The meeting was called to order at 9:00 a.m. A role call was taken with Jack Grasty, Ted Cooper and Board Counsel Margaret Roberts present. Allen Green was absent. There were no Public Comments and Correspondence. There were no comments from the Governing Board members, City Managers and Customer Agency Chiefs. Under Committee and Project Reports Mr. Bubb turned the dais over to Mr. Parker, Port Orange City Manager. Mr. Parker stated that they have had an opportunity to begin to put a time line together for a transitional plan. Mr. Parker wanted to make sure that they have also included any items that the Board members require. Shannon Lewis will be coordinating the aspects of the transition. Last week the staffs of the cities met. Identified, have been three periods of transition. The first period is from May 12 through September 30. This is the period where we try to make sure that everything is ready for the cut over that occurs on October 1. The second transitional period is an overlapping period from May 12, 2011 through May 1, 2012. This is the record transitional period and the initial close out period. During the initial close out period, this means closing down the Center and making sure that all utilities are in the right names, plus the preparation for records transition. Since the County has said that the records transition period would occur on May 1, 2012, we still have all this planning process that would need to occur on the front side of the transition of records, including how to handle the movement of the records, are we going to transition all of our items over to Tiburon and Fire House. These items have to be resolved. Mr. Cooper asked Mr. Parker if we were going to run into a lease renewal on the software because of running past October 1 Mr. Parker stated yes, and we will identify that when we get to the budget side. Mr. Parker stated that the final period of transition will be from May 1, 2012 through September 30, 2012, and that will be the final closeout. We do realize that a number of items may be missed, and ask the Board for input. w Mr. Cooper asked if the RCC employees will be assured that they will have positions by September 30. Mr. Parker responded yes, and that his understanding with talking with the County Staff is that they would like to have all of the employment issues resolved before July 1. The County is also trying to resolve the FRS situation with the Deltona employees at this time, so that maybe they can be considered County employees before July 1. Mr. Parker stated that the County staff would be coming in this week to talk with the RCC employees and begin the process. The City Managers have made some suggestions to the County, in regards to some questions that employees have had. Mr. Parker said he was very proud of RCC employees, and they're an excellent group of people. Mr. Parker wanted to point out to the Board that when you begin to think about what we did 11 years ago, when planning to open RCC, we wanted dispatchers that could handle multiple functions and that they could move from console to console. Our dispatchers are qualified to handle Fire dispatch, Police Dispatch and all of them are qualified to do EMD. Many of the people are now working on their State certifications and the goal for many of them would be to be fully State certified. This is extremely important when you're moving these individuals from where we are right now to a different dispatch situation. The City Managers have asked the County to take that into consideration when placing these employees in positions and the salary classification. Mr. Cooper asked if the credentials of the RCC employees exceed those now employed by the County. Mr. Parker couldn't comment on the County employees, but stated that the RCC employees are extremely qualified and the public safety officers on the street are getting the „ best in dispatch services. Mr. Parker also stated that we should be very proud and pleased as to what this Agency has accomplished and what these employees have done. Mr. Parker stated that one of the goals here today, is to make sure that we have covered all of the items that this Board would like for us to cover initially. Mr. Grasty asked Mr. Parker if on October 1, would the County come over to RCC, and would RCC still be in operation for a little while. Mr. Parker told Mr. Grasty that the County has told the Managers that the County does not plan to use the facility after October 1. They have been very clear that they do not want to operate three centers. Mr. Grasty stated that he was not happy with the way everything happened in such a short period of time. Mr. Parker told Mr. Grasty that one of the Managers' concerns was what would happen on October 1 at 00:01 when the calls switched over and we still had officers on the streets and fire personnel in the firehouses. The Managers have asked the County to put together a written plan too, because we need to know what the game plan is. We need a formal plan to transition on October 1. Mr. Cooper stated that he is still surprised that the County wants to accept the hazardous responsibility so quickly, and that he thinks it's a poor plan. Mr. Parker presented a budget profile to the Board. The Managers are looking at what the continuing costs will be and what are the costs that we won't have in the Nay initial year. The major item in the transition plan for costs are record Near management, I.T. costs, some additional Records Clerks. There are some leave payouts that are going to occur no matter what and those figures are for sick leave and vacation leave. We have asked the County if any of the RCC employees can carry over any of their accrued time to the County. If so, could we transfer a lump sum payment to the County, equal to what the employees would have earned in RCC. Another issue is the Director's severance which needs to be budgeted for and unemployment compensation. Unemployment is kind of an unknown number at this time, because if an employee leaves the County, we will still be responsible for a portion or all of their unemployment. Some of our employees may not go to the County at all and file for unemployment. The Managers are trying to be as conservative as they can, so we make sure we have money budgeted, so when the claims do come, there are dollars in place. There will be two periods of audit, one which will occur this year on September 30 and another, the final audit, which would be during the next fiscal year. The software figures are composed of OSSI and ETI. Currently, the software agreements are written for a year. What we're trying to do is see if these companies will allow a pro- ration of services. Mr. Parker stated that depending on what meeting you go to, the numbers are somewhat different. It appears that according to the County, the conversion number from OSSI to Tiburon is $150,000 and the number for the conversion of ETI to Firehouse is also $150,000. We now have some confirmation on those %s figures. Mr. Cooper asked Mr. Parker as this flips over and becomes an ad valorum expense for the County back to the tax payers, our cities will incur tax payer expenses as well. As this budget looks currently, it looks like Port Orange will have a 50% reduction, but that means that the cities are under obligation for up to as much as 50% of what we've paying the RCC for the past 11 years. Mr. Cooper asked if each City needs to formalize a contractual obligation to this Board legally, so it can stay open, and the citizens understand. Mr. Parker stated that from an operation side, you will operate computer systems and record management systems at least until May of next year. Because the County is proposing to write a conversation program that will link the Tiburon back to the OSSI /ETI system, when an officer is writing a report, that will come back to our servers, and the with the Firefighters until sometime of May 2012. From an operational side we need to keep RCC open and doing business. Mr. Cooper asked if we needed a written obligation from each city, so that RCC remains operational. Mr. Cooper's problem is with the public wondering why it is still costing the cities. Margaret Roberts stated that we have the Interlocal Agreement, which is the contract that you're going to operate dispatch and records. Ms. Roberts said that she didn't think it would hurt to make the public aware of your intents to continue to operate your records system as a unit through the Interlocal Agreement. This can be done several ways, first is the easiest by vote of this body, to do a Resolution of Intent to conduct operations for records management, or some other adoption by the Board, or direction to the `.0 management staff. The most obvious and easiest is some kind of Resolution of Intent. Mr. Cooper asked if we can have that on the agenda, and start work on that next meeting. Mr. Parker stated that we are required to submit a budget document to each of the governing bodies. The budget is due now, to be submitted to each city. This is one of the items that the transitional teams are working on, is to break out the cost of what amount we will be asking each city to contribute during this transitional period to cover the RCC costs for the next fiscal year. At this time, we have some pretty good figures, but they need to be transmitted to you, and knowing that as we move towards the end of the year, there will be carry over money and we need to figure out what those figures will be and how that will be allocated into offsetting our costs. For the initial budgeting purposes, we will just give you a number, as if there is no carry over dollars. As we move to the end of the year we know what those dollars are so when we get to the final appropriations of the budget, those will be reflected. Mr. Cooper asked that as the operation will continue at least until next May, during that time we will be working on transitioning the records, would Mr. Bubb be allowed to renegotiate with the cities and oversee the transition right to the very end. Mr. Parker stated that that was one of the items that were identified in one of the transitional programs, there are actually formal things that need to be „, done to close down, records, packing up of records. All the recordings that dispatch handles now, have to be handled also. Transition is a lot harder that some people expect. Mr. Parker stated that the RCC cities will not be experiencing the total savings that are being broadcasted by the non RCC cities. The operational decisions that were made when RCC was formed, which were the right decisions, the licensing, I.T. functions, were all brought together in one place and under one official who was responsible for all of those items. Mr. Parker said that knowing the budget is a living document; they will try to get it nailed down so the Board can make a transmittal over to each of the cities. The Managers are not going to change the allocation formula. Under the Director's report, Mr. Bubb said that part of the commitment from the County is that of an advisory board with representatives from the City Manager level from the 3 or 4 regions of the County. Included in the packet is a formal recommendation from City Manager Barlow that they agree to appoint Mr. Parker as the representative for the RCC region. Mr. Cooper asked if Mr. Parker has agreed. Mr. Cooper asked for a motion to approve the position of South East representative for the communications board to Mr. Parker. The motion was approved with a unanimous decision from the Governing Board. �r.r There was no Attorneys Report. There was no Unfinished Business There was no New Business. There were no Summary Comments from the Governing Board Members. The meeting was adjourned at 9:40 a.m. Approve. • - Board on July , 2011 By Allen Green Now RCC Transition Plan lo , In preparing the transitional plan, I have identified three segments. The first segment is May 12- September 30, 2011- I have called this the operational transition period. May 12- May 1, 2012- 1 have called this the records transition and initial closeout period. May 1, 2012- September 30, 2012- 1 have called this the final closeout period. It is important that we develop a critical path for the next 17 month period. That critical path needs to include milestones and dates so that we can gage our progress. May 12- September 30, 2011 • Employee Meetings with the County- needs to be accomplished by May 19. 2011. • Job offers by the County by June 30, 2011. • Dispatcher Training by the County needs to be accomplished not later than September 30, 2011- County to paid for the overtime associated with the Training. • Determine whether the County will transition early. If so. when? How much will the early transition cost? • Out Processing of RCC employees on their last shift with RCC so that they will not have to Collie back to RCC to complete the out processing paper work. Prepare the checklist for out processing. We need to hold a session explaining COBRA benefits. Also, we need to have a session on retirement rollovers. it might be good for us to have a session unemployment compensation and how to file for unemployment compensation. We need to be prepared to process final checks and payment of accrued vacation and sick leave with the employee's final check. • Will employees who chose not to go to the county be given any severance pay? If so, how much? When would it be paid? That date needs to be determine so that it can be clearly communicated to the employees. • Develop an employee newsletter related to transitional issues and publish that newsletter on an as needed basis to be sure that all employees have the latest information, Can be either electronic or in paper form. • Will the RCC pay any portion of the COBRA insurance cost for RCC employees? • RCC needs to have a plan in place should employees begin to leave prior to September 30, 2011. Overtime is one option_ However, there may come a point RCC Transition Plan Ni,, in time when employees are not available to work the overtime because of the number of consecutive days that they worked. • Identify if RCC employees will be needed beyond September 30 and if so, what will be their purpose and lob functions. Determine the cost of the ernpioyees • Develop the transitional budget- allocate the cost according to the current budget methodology. Agree that all cities will pay their full amount this year with all equity funds being used to offset the closeout expenses. Will OSSI /ETI extend their contracts for periods shorter than one year? Need to provide funds in the budget for unemployment compensation. Need to review all contracts to determine their renewal date and determine whether they are needed after September 30. Include money in the budget for two audits. The one for the year ending September 30, 2011 and the closeout audit for the year ending September 30, 2012. Budget needs to include payouts for sick and vacation leave. • We will need to develop a specific plan to close down the Center. The process of closing out the Center including disconnecting all telephone lines no longer needed to support the Center. Also, determining what equipment belongs to the County and develop a schedule for removing their equipment from the Center. Determine what equipment belongs to the individual cities and what equipment is owned jointly. A disposal plan needs to be developed. • We will need to develop a records management plan. Who will become the records custodian? Who will become the custodian of the personnel records? We - will need ee d o develop for 1 d' their retention. The w ill be ''wits iiccu w uevelop a plan iv the u ie rector uingS and tlielr reten�ivii. There will v�. an expense associated with the records retention and destruction. Those cost need to be identified for the budget. • How will the RMS be handled between October 1 -May 2012. Where will the servers be housed? Who will be responsible for the servers and making sure they are operational? How will those cost be shared? • Installation of the software on computers. A plan needs to be developed on how this will occur. Will the RCC computer technician be available to install the software on computers? • Switching all the Sprint aircards from RCC to the individual cities. That will require us to provide notice and change provide the change over. • Since the cities will be on different channels, we need to determine if we are going to continue running first response closest unit in the same method e currently rin if not, then we will need to configure the run cards differently since EMS is the only requirement for closest unit. • Inventory of all RCC assets. RCC Transition Plan • Train Police, Firefighters, and Clerical support on the software that they will be using. Copies of SOG`s dispatch policies from County. Connectivity with the Sheriff's Department. • t oiui"Ctivi� with i4 Sheriff's Y • Any IT issues that need to be resolved to fully implement the dispatch system on October 1. • How will the transition of the radios occur? When will it occur? Develop a schedule? Need County involvement in this. Will we be running in parallel? Systematic transition of radios. Need to involve Communications International in the transitional discussion. Laptop transition is the same as radios. • Interface between OSSI/ETI and Tiburon and Firehouse. Who will pay for the interface? County may pay for this interface. Any OSSI /ETI cost on interface is RCC. • Disposal Plan. • Seven Digital Telephone numbers. Where those go and how will they handled? • Mail. How will this be handled. • Notice to the parties per the interlocal agreement. October 1- May, 2012 • Inventory all RCC assets after the Center is closed. This is the normal process for audit control. Disposal of equipment in accordance with the disposal plan. Proceeds from the sale of common equipment, will be divided according to the formula for funding RCC. Since the funding formula has changed over the years, we may want to look at when the equipment. • Implement Center closing plan. • Audit. • RCC Board would remain in place since certain functions will continue after October i , 2011. Need to designate an individual to act as the Director of RCC during the records transition and initial close out. Will those cost be absorbed by the City or will the RCC cities pay a fixed amount to the City that is responsible for implementing the Close out procedures L41LJ alAl.l records transfer? ' 4011 w • Records Transitional Planning. This will require us to work with the County in determining which of the OSS1 /FTT records are going to be transferred to the RCC Transition Plan Tiburon and Firehouse RMS. The what, when, where and how questions will have to answered and coordinated. We will need to determine who will handle this coordination effort with the County. • Training of Officers, Firefighters, and Clerical Support personnel on the new RMS system. • Data Auditors (IT Auditors to make sure that data has converted and transferred from RCC to County.) May 2012- September, 2012 • Final conversion of records from OSSI /ETI to Tiburon and Firehouse. • Final disposal of any remaining equipment. • Return software to OSSI /ETI if not used by one of the partners. If used by one of the partners, transfer licenses to that City. • Final audit. Those cost will have to be included in the budget. Need to assign an individual from the County to each sub- group. CIA Board- One elected Official from each City. Executive Team- 5 City Managers Technology Team Operations Team Human resources Team Communications Team Finance Team Legal Team Work needs to be complete by the end of ..Tune . 141 days left to implement. Now RCC Transition Budget Model G 1 FY2010 Costs savings FY 2012 FY 2013 Ilior Total or Costs absorbed Projected Projected Costs by other entities Port Orange Costs Port Orange Costs SALARIES AND WAGES 1,003,882 1,003,882 COMPENSATED ABSENCE 7,608 7,608 OVERTIME 131,510 131,510 CERTIFICATION/ LICENSES - PHYSICAL EXAMS 175 175 FICA TAXES 85,288 85,288 RETIREMENT CONTRIBUTIONS 123,503 123,503 HEALTH INSURANCE 166,801 166,801 DISABILITY INSURANCE 9 9,622 WORKERS COMPENSATION 31 31 UNEMPLOYMENT COMP 1,375 1,375 EAP BENEFIT 1, 1 , 0 34 Additional Records and CSO staff 4FTE 149,500 Additional IT staff 1 FTE 47,591 47,591 RCC staff leave payouts 159,883 89,534 70,349 Director's Severance 43,330 24,265 19,065 UNEMPLOYMENT COMP 204,896 114,742 90,154 LEGAL SERVICES - OTHER PROF. SERVICES 92,932 90,043 2,889 2,889 AUDIT FEE 1/4 2.000 - 11,000 EAP PROGRAM - - TRAVEL PER DIEM - - EMPLOYEE TRAINING - - NNW COMMUNICATION SERVICES 134,365 77,120 57,245 60,107 ELECTRICAL SERVICES 17,745 4,436 13,309 13,974 FLEET FINANCING 4,583 - 4,583 - BUILDING LEASE 44,000 - 44,000 44,000 COMMERCIAL POLICY INS 20,384 11,415 8,969 8,969 WORKERS COMP INSURANCE 2,976 2,976 VEHICLE INSURANCE 995 - 99 - GENERAL EQUIP MAINT 5,646 5,646 - VEH MAINT MTHLY TRANSFER 999 - 999 BUILDING MAINT 6,372 - 6,372 6,691 SOFTWARE MAINTENANCE 205,856 - 217,800 25,000 COMPUTER SOFTWARE 6,380 6,380 - COMPUTER HARDWARE 6,378 6,378 - EMPLOYEE COMPUTER PURCHAS (1,074) - - OFFICE SUPPUES 3,389 1,898 1,491 1,566 OTHER OPERATING SUPPLIES 12,901 7,225 5,676 5,960 GAS,DIESEL,OIL,& GREASE 2,015 - 88 UNIFORMS - POSTAL 'SERVICE 46 - - - DUES & MEMBERSHIP 333 - ADP EQUIPMENT 11,441 - DEPRECIATION EXPENSE 1 - - - ETI Data conversion to Firehouse 150,000 PD conversion to Tiburon 350,000 - Fire Station alerts one time costs 22,500 - 0 piugrdrn Radios. 2,900 - Upgrade Server & other computer Ed 40,000 - 4,01., 2,538,896 1,972,887 1,318,274 216,747 '\r City Of Port Orange RCC Transition Budget Model Over the last week the City's transition team and supporting staff have been meeting to develop a budget model for the expected move of Emergency Dispatch Services to the County effective October 1, 2011. The attached model reflects the outcome of those meetings. While the anticipated costs can only be accurately predicted when the factors described in the decision point document are known, this model attempts to predict the "worst case" scenario. The following assumptions were used in the development of this model based on input from the City's transition team: • All 911 calls would be dispatched through the County effective October 1, 2011. • The City of Port Orange would use the County's CAD and RMS systems for all new data effective October 1, 2011. • The City of Port Orange would work with the County to convert all historical data during the 2012 fiscal year. • For safety and public records access, the City of Port Orange would provide access to historical data during fiscal year 2012 utilizing the software currently used by the RCC organization by obtaining licensing specifically to the City. • Model assumes that there would not be sufficient equity within the RCC organization to pay dissolution costs. err The information below discusses the specifics of the individual cost components for fiscal year 2012 and 2013: FY2012 • No retention of current RCC staff is anticipated therefore salary and benefits for this staff is not projected. o Model provides for payment of 44% of anticipated unemployment costs for RCC staff. o Model provides for payment of 44% of RCC staff's leave payouts o Model provides for payment of 44% of the Director's severance package. • Model adds additional 4 FTE temporary staffing to the Police Department records staff for the transitory period until historical data is converted to the County's system. A Model adds additional 1 FTE permanent staffing to the Information technology Department for maintaining field equipment (laptops and desktops). The County has indicated that they will not provide these services. • Model provides for copier services and other supply costs. • Model provides for 44% of a separate audit for dissolution of RCC and disposal of joint equipment. Noy • The model projects communication services for air cards and the required T1 lines. 1 • The model reflects the City paying the electricity and building maintenance costs for the building previously paid by the RCC organization. • The model reflects the loss of rental income from the building due to the dissolution of RCC. • The model reflects the cost of property insurance previously paid by RCC. • The model reflects the reassignment of the City vehicles leased to RCC to other City departments and the corresponding increase of costs to those departments. • The model reflects maintaining all current software packages used by RCC for FY2012 until historical data is converted. Projection includes anticipated costs to purchase the license in the City's name. • The model provides for data conversion costs to the County's system. • The model includes one -time costs for radio reprogramming and station alerts required for County system. • The model projects the anticipated computer equipment needs to house historical data for one year. FY2013 • Model adds additional 1 FTE permanent staffing to the information technology Department for maintaining field equipment (laptops and desktops). The County has indicated that they will not provide these services. Now • Model provides for copier services and other supply costs. • The model projects communication services for air cards and the required Ti lines. • The modei reflects the City paying the electricity and building maintenance costs for the building previously paid by the RCC organization. • The model reflects the loss of rental income from the building due to the dissolution of RCC, • The model reflects the cost of property insurance previously paid by RCC. • Model includes software maintenance costs for independent software needs (Visio, Crystal Reports, etc.) The projections shown in the attached model would vary if basic assumptions or detail variables shown in this document change, 2 Nor , ,.v 1 May 13, 2011 To: Respective Governing Board Members of the Communications Interiocal Agency Re: Recommended appointment to the Volusia County Consolidated Dispatch Advisory Board On or about April 15. 2011 the southeast Volusia County cities participating in the Regional Communication Center (RCC) had received a letter from the County Manager describing the implementation of the countywide consolidated dispatch initiative. The letter also described the establishment of an advisory board to assist with the transition planning for such countywide consolidated dispatch services. This advisory board will also provide a forum for management input and conflict resolution beyond the consolidation transition and into the operational period of Nirirr consolidated dispatch services. It is presently proposed that the board would be comprised of the County Manager, Sheriff, Director of Public Protection and three (3) city representatives. The city representatives would include one each from the northeast, southeast and west side of the County. It is the recommendation of the RCC Executive Board, comprised of your city n?anaac.:s, that the Governing Board appoint City Manager Kenneth W. Parker of the City of Port Orange to represent the southeast Volusia interest on this advisory board. Please rio not hesitate in contacting n anv assistance ;: a �, r.. if 1 can be, of a ��- �rther i�sistance to c,.. regarding this matter. S nce'. -e1v Trace ' - Barlow City Manager Ci T _ iar1ow @ritvotedgee\ a o g - r- rry