06-22-2006 COMMUNICATIONS INTERLOCAL AGENCY — GOVERNING BOARD
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JUNE 22, 2006 — MONTHLY MEETING MINUTES
The June meeting of the Governing Board was held pursuant to public notice in the Port
Orange Police Department, EOC, at 1395 Dunlawton Ave, Port Orange, Florida on June
22, 2006 at 9:00 a.m.
Chairman Allen Green called the meeting to order at 9:06 a.m. A roll call was held with
Mayors Green, Thomas and Vandergrifft present. Also present was Board Council Ann
Margret Emery.
The chairman called for all to rise for the pledge of allegiance.
The regular minutes of the May meeting were reviewed and accepted with unanimous
approval by the Board.
There were no public comments or correspondence.
There were no comments from Governing Board Members, City Manager or Customer
Agency Chiefs.
There was no Committee and Project Reports.
Under the Director's Report, the Services Report was presented to the Board. May was
very busy due to the fires. We're currently wrestling with the abandoned calls figure.
Mayor Thomas stated that the City of Edgewater took over 1500 calls during the fires.
The Director stated that we had a real spike in calls after the County initiated a reverse
911. The County never notified RCC that a reverse 911 would go out for people to
evacuate. Mayor Green asked the Director about a dropped call that Jack Hayman
commented on. The Director said he was aware of the call was looking into it. As far
as the Director could see, the call was handled properly. It was a question of whose cal!
it was.
There was no Attorney's Report.
There was no Unfinished Business.
Under New Business the Director presented the Board with the budget for FY 06 -07.
The Chairman asked how our staffing levels were. The Director replied that we still
need to fill five (5) positions. The Chairman asked what the cost of each employee
was, including benefits. Though the dispatchers are paid $12.44 per hour to start,
adding another 30% for benefits would raise that rate to approximately $16.00 per hour.
The Director stated that we have not asked for any increase in staffing for the next fiscal
year. Under the personnel salary line, the Director stated that we averaged about a 5%
,.. increase. The COLA for October 1 is 3.95 %.
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low The Director stated to the Board that as RCC has no backup system, and in accordance
with the Strategic Plan, the City of Port Orange has offered to make their PERU unit
available to RCC as they are updating with a mobile unit. We've already put
approximately $10,000.00 into the vehicle installing phone lines and jacks, etc. We
have budgeted monies for FY 06 -07 to totally outfit the PERU unit to be used by RCC
as a mobile command center and for it to also be used as a backup center for RCC.
There will be six radio stations and two call stations. This accounts for certain budget
increases in various accounts.
The contingency account is very close to 15% of RCC's budget. The 15% contingency
should be available in the next fiscal year.
A motion was made to approve the budget by Mayor Thomas, with a second from
Mayor Vandergrifft, for unanimous approval from the Board to approve the FY 06 -07
budget.
There were no Summary Comments from the Governing Board Members.
The next meeting is scheduled for August 17, 2006 in the Port Orange Council
Chambers at 9:00 a.m.
The meeting was adjourned at 9:45 a.m.
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Approved .y the Board on Septs'ber 21, 2006
By
Allen Green, Chairman
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' FY02 -03 FY03 -04 FY04 -05 FY 05 - 06 FY 06 - 07 _ % of
Line Item Budget Budget Budget Budget Budget FY05 -06
io 12 -00 Salaries & Wages $ 665,038 $ 912,417 $ 1,138,586 $ 1,237,000 $ 1,293,222 4
14 -00 Overtime $ 127,633 $ 137,700 $ 144,643 $ 130,000 $ 136,000 4.6%
21 -00 FICA Taxes $ 56,137 $ 62,365 $ 97,094 $ 93,062 $ 97,500 4.6%
22 -00 Retirement Contributions $ 79,942 $ 87,575 $ 101,944 $ 122,367 $ 128,000 4.4%
23 -00 Health Insurance $ 96,668 $ 130,500 $ 179,071 $ 179,200 $ 193,756 7.5%
25 -00 Unemployment Compensation $ - $ 3,000 $ 1,000
23 -01 Disability Insurance $ 1,250 $ 3,000 $ 6,000 $ 5,000 $ 7,000 8.6%
24 -00 Workers Compensation Ins $ 5,075 $ 6,000 $ 7,500 $ 8,000 $ 9,000 11.0%
45 -16 Workers Comp $ 8,000 $ 8,000 0.0%
34 -17 EAP $ - $ 853 $ 1,500 $ 1,500 $ 1,500 0.0%
26 -00 EAP Benefit $ 1,000 0.0%
52 -12 Uniforms $ 4,581 $ 8,500 $ 5,000 $ 4,000 $ 4,000 0.0%
15 -11 Physical Exams $ 1,500 $ 1,500 $ 1,000 $ 1,000 S 1,000 0.0%
Sub Total $ 1,037,824 $ 1,350,410 $ 1,685,338 $ 1,789,129 $ 1,880,978 5.0%
32 -12 Legal $ 935 $ 1,000 $ 1,000 0.0%
31 -16 Audit Fee $ 3,000 $ 3,500 $ 2,000 $ 2,000 S 2,000 0.0%
31 -13 Other Professional Services $ 109,325 $ 106,800 $ 40,981 $ 81,000 S 60,000 -35.0%
Sub Total $ 113,260 $ 110,300 $ 42,981 $ 84,000 $ 63,000 - 25.0%
-
40 -10 Employee Training $ 10,000 $ 4,000 $ 4,200 $ 5,000 $ 20,000 300.0%
vim, 40 -00 Travel $ 6,000 $ 7,200 $ 8,000 $ 7,500 $ 10,000 33.3%
15 -10 Certification & Licenses $ 1,000 $ 1,000 $ 1,000 0.0%
15 -00 Education Tuition $ - $ 4,000 $ 1,000 $ 1,000 $ 1,000 0.0%
Accreditation (Prof Srvcs) $ 10,000 0.0%
Sub Total $ 16,000 $ 15,200 $ 14,200 $ 24,500 $ 32,000 30.6%
43 -10 Electrical Services $ 14,063 $ 13,844 $ 15,000 $ 14,000 $ 15,000 7.1%
44 -15 Building Lease $ 44,000 $ 44,000 $ 44,000 $ 44,000 $ 44,000 0.0%
46 -16 Building Maintenance $ 5,812 $ 6,500 $ 7,500 $ 7,000 $ 7,000 0.0%
62 -00 Buildings & Improvements $ 20,844 $ 5,000 $ 2,000 $ 2,000 $ 2,000 0.0%
45 -10 Liability /Property Ins $ 39,216 $ 15,307 $ 26,450 $ 20,000 $ 20,000 0.0%
Sub Total $ 123,935 $ 84,651 $ 94,950 $ 87,000 $ 88,000 1.1%
44 -13 Fleet Financing $ 3,096 $ 8,096 $ 4,000 $ 4,000 $ 15,415 185.4%
45 -19 Vehicle Insurance $ 1,922 $ 2,000 $ 4,000 $ 4,000 $ 4,000 0.0%
46 -12 Vehicle Maintenance $ 2,300 $ 1,750 $ 6,200 $ 3,200 $ 3,200 0.0%
46 -15 Vehicle Maint/Repair $ 900 $ - $ 4,500 $ 1,000 $ 1,000 0.0%
52 -10 Gas, Diesel, Oil, & Grease $ 1,500 $ 1,500 $ 4,000 $ 4,000 $ 4,000 0.0%
Sub Total $ 9,718 $ 13,346 $ 22,700 $ 16,200 $ 27,615 70.5%
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41 -00 Communication Services $ 102,044 $ 152,368 $ 155,000 $ 155,000 $ 225,000 45.2%
Sub Total $ 102,044 $ 152,368 $ 155,000 $ 155,000 $ 225,000 45.2%
r.. ccc. unt ' FY02 -03 FY03 -04 FY04 -05 FY 05 - 06 FY 06 - 07 _ % of
# Line Item Budget Budget Budget Budget Budget FY05 -06
`y 49 -02 Computer Software $ 180,656 $ 156,000 $ 105,000 $ 50,000 $ 40,400 -19.2%
46 -36 Software Maintenance $ 53,580 $ 174,000 $ 150,000 $ 230,000 $ 211,000 -8.3%
49 -16 Computer Hardware $ 14,680 $ 15,970 $ 75,000 $ 25,000 $ 26,190 4.8%
Sub Total $ 248,916 $ 345,970 $ 330,000 $ 305,000 $ 277,590 9,8 °�,
64 -00 Machinery & Equipment $ 12,320 $ 12,000 $ 5,200 $ 5,000 $ 4,000 20.0%
64 -06 Communication Equipment $ 15,104 $ 26,271 $ 15,000 $ 7,500 $ 55,000 633.3%
64 -15 ADP Equipment $ 69,429 $ 37,350 $ 35,000 '' $ 65,000 $ 89,600 51.7%
46 -10 General Equip. Maint. $ 41,207 $ 15,000 $ 20,000 $ 18,000 $ 18,000 0.0%
Sub Total $ 138,060 $ 90,621 $ 75,200 $ 95,500 $ 166,600 74.5%
51 -00 Office Supplies $ 5,029 $ 17,000 $ 13,490 $ 10,000 $ 10,000 0.0%
52 -00 Other Operating supplies $ 33,940 $ 26,250 $ 10,000 $ 10,000 $ 11,600 0.0%
52 -15 Postal Service $ 700 $ 750 $ 500 $ 500 $ 200 -60.0%
47 -00 Printing and Binding $ 3,300 $ 2,000 $ 2,000 0.0%
49 -01 Advertising $ 1,000 $ 1,000 $ 1,000 0.0%
Sub Total $ 39,669 $ 44,000 $ 28,290 $ 23,500 $ 24,800 5.5%
54 -00 Dues & Membership $ 1,000 $ 2,500 $ 3,000 $ 3,000 $ 2,000 -33.3%
54 -01 Books & Subscriptions $ 125 $ 2,500 $ 2,500 $ 2,500 $ 2,500 0.0%
Sub Total $ 1,125 $ 5,000 $ 5,500 $ 5,500 $ 4,500 -18.2%
Total Expenses $ 1,830,551 $ 2,211,866 $ 2,454,159 $ 2,585,329 $ 2,790,083 4.1%
Ponce Inlet Fire / Rescue $ 5,000 $ 5,000 0.0%
South Daytona Fire / Rescue $ 29,000 100.0%
Contingency Roll -Over FY05 -06 $ 350,000
Total Income $ 384,000 100.0%
Total $ 1,830,551 $ 2,211,866 $ 2,454,159 $ 2,585,329 $ 2,406,083 -6.9%
99 10 +i ; iii, � � �' rr $ 45,000 $ 360,912
Total Budget Request $ 2,630,329 $ 2,766,995 5.2%
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RCC Emergency Mobile Communications Unit
,„ Account Line Item Amount
44 -13 Lease Payment $ 11,415.00
64 -15 Server $ 32,000.00
64 -15 UPS $ 5,000.00
64 -15 Switch $ 8,000.00
64 -06 Portable Radios (8) $ 12,000.00
64 -06 Desktop Radios (6) $ 18,000.00
64 -15 Laptops (8) $ 9,600.00
52 -00 Chairs $ 1,600.00
64 -06 Antennas $ 1,200.00
Total $ 98,815.00
The lease payments have been calculated on an annual basis:
Truck $5,804
Trailer $3,850
Generator $1,761
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Communications Inter -local Agency
RCC FY06 -07 Budget Justification
fication
Submitted 05/06/05
Philosophy:
FY06 -07 budget preparation commenced with two objectives as the focus. The first
objective was to establish a budget with a growth factor no greater than 10% over the FY05 -06
budget. The second objective was to incorporate the RCC Strategic Plan as a template in the
decision making process for this budget. Staff was directed to tie budget requests to objectives
identified in the plan. (Attached)
This FY06 -07 budget justification will offer explanation /justification for each section of the
budget. They are:
Personnel:
We are proposing no increase in personnel for this fiscal year. The 5% increase in the budget
is based solely on the CPI and estimated cost increases for health insurance, workers compensation
insurance, and disability insurance.
RCC is not yet up to authorized strength approved in the FY05 -06 budget and we will
continue to hire and train into the next fiscal year. As staff reaches authorized strength we will
examine a comp time policy in an effort to decrease overtime expense.
Now
Professional Services:
We have budgeted $21,000 less or a 25% decrease in professional services from the FY05 -06
budget. The Other Professional Services (31 -13) includes consulting, cabling, and computer
connections. Even with our computer server upgrade project and establishment of a back up system
(as addressed in priority objectives 3,5,6, and 8 of the strategic plan) we have minimized the need for
professional services by formal training of staff to address technical issues in -house thereby reducing
the need for outsourced consulting.
Training and Certification:
Employee Training line item is a 300% increase over FY05 -06. As stated above, our goal is
to bring more expertise in -house rather than expend funds outside with consulting and professional
services. $6,100 of the $20,000 is to train and maintain professional certifications required to
dispatch at RCC (as addressed in priority objectives 1 & 2 of the strategic plan) and to meet the
requirements of each city's COPCN. $11,000 is being budgeted for IT training in software and
network applications.
Training Needs FY06 -07 Expense
In -House Instructor Certification/ Re- Certification $ 1,036.00
Now EMD Re- Certification (19 @ $ 30.00 each) $ 570.00
Employee Training — Basic, EMD, Supv, CTO, Fire (60 @ $69.00 each) $ 4,140.00
RCC Budget Justification FY05 -06 6/14/2006
New Hire Training Supplies (Manuals, Books, etc) $ 316.58
Network Training (Global Knowledge) $ 7,000.00
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OSSI Software Training $ 4,000.00
Misc. Training $ 2,500.00
Total $ 19,562.00
Building & Maintenance
No significant changes from FY05 - 06.
Vehicle & Maintenance
There is a significant increase of 185.4 % in the Fleet Financing line item. RCC is budgeting
to acquire the existing Port Orange Emergency Response Unit (Truck, trailer & generator) when it
becomes available sometime in FY06 -07. This unit will serve a dual capacity. First, it will serves as a
backup communications center which we currently do not have as called for in the RCC strategic
plan. Second, this unit will serve as a mobile emergency communications unit to be deployed in the
region when required. (Wildfires, drills, special events, etc.) The annual lease payment breakdown to
acquire this unit is as follows:
Item Annual Lease Payment
Truck $ 5,804.00
Trailer $ 3,850.00
Generator $ 1,761.00
Total $ 11,415.00
Communication Services
We are requesting a 45.2 % increase. This significant increase also addresses Priority
Objectives 3, 5 and 6 of the Strategic Plan. The majority of this expense is for Frame Relay
circuits and connection charges for Bell South, Sprint and Cingular for mobile connectivity.
Over the remainder of this fiscal year and the FY06 -07, RCC will be migrating to an upgraded
mobile connectivity technology. Once the upgrade from Cingular to Sprint is implemented, there
will be a cost savings of approximately $1,000 to each vehicle added to any city's fleet as well as
enhanced performance and faster connectivity. During the phase in however, RCC must maintain
both the Cingular and Sprint Frame Relays ($12, 300 each) with the end result being the
elimination of the Cingular Frame Relay once the implementation is complete.
Communication Services Amount
Bell South Frame Relay to all sites $ 63,648.00
Nay Frame Relay Fire Stations Upgrade to T -1 $ 2,100.00
Frame Relay RCC Backbone -2 T -1's $ 5,100.00
RCC Budget Justification FY06 -07 2 6/14/2006
Nextel Service (10 phones) $ 9,600.00
Cingular Frame Relay $ 12,300.00
*,,,. Sprint Frame Relay $ 12,300.00
Monthly Connection Charges $ 112,000.00
Connection Charge Increase, Misc. Circuits, Back -up Communications $ 7,900.00
Total $ 224,948.00
Computers & Maintenance
An overall 9.8% decrease from FY05 -06. Even with the decrease, we have allocated funds
for the installation of our new Blade Servers, OSSI RMS 8.0 Upgrade and upgraded monitors for
RCC workstations.
Equipment
RCC is requesting a 74.5% increase over last years budget in Cornrnunications Equipment.
Again, addressing the priority objectives in the strategic plan to maintain state -of -the -art equipment
in RCC and establish a back -up system. Line items below identified as (Back -Up) are required to
outfit the Mobile Emergency Communications Unit that will serve as RCC's back -up system.
Equipment Amount
Desktop Radios 6 @ $3000.00 each (Back -Up Unit) $ 18,000.00
Portable Radios 10 @ $1,500.00 each (Back -Up Unit) $ 15,000.00
Antennas 6 @ $ 200.00 each (Back -Up Unit) $ 1,200.00
Server (Back -Up Unit) $ 32,000.00
UPS (Back -Up Unit) $ 5,000.00
Switch (Back -Up Unit) $ 8,000.00
Radio Console (1 additional position in RCC) $ 20,000.00
Monitor Replacement (RCC) $ 10,000.00
Printer Replacement (RCC) $ 8,000.00
CISCO Router, Transceiver, Switch & Peripherals (RCC) $ 23,000.00
Microsoft GPS (100 @ $ 89.00 each) $ 8,900.00
Laptop Computers (8 @ $ 2000.00 each) $ 16,000.00
Total $ 165,100.00
Operating Cost
No significant changes from FY05 -06 Budget.
Professional Development
An 18.2% decrease from FY05 -06 budget.
RCC Budget Justification FY06 -07 3 6/14/2006
Income
iftw
RCC has applied the income to this budget from the cities of Ponce Inlet and South Daytona for the
contract service we provide to them. We have also added thc $350,000 in thc current contingency
fund for FY05 -06 to be allocated to the FY06 -07 Budget.
Contingency
In FY05 -06, $45,000 was budgeted for contingency, which was only 2 percent of the overall
budget. The CIA Board recommended that this RCC budget include 15% of the total budget for
contingency. This FY06 -07 budget includes $360,912 for contingency.
Summary
RCC is satisfied to submit this budget with only a 2.8% increase in operating expenses over
last years budget (5.2% over all with the 15% contingency included) while still allocating funds for
upgrades to our system, training of personnel, and significant action towards establishing a Mobile
Emergency Communications Unit and Back -Up system for our municipalities. We are confident that
his budget also affords us the opportunity to make significant strides towards accomplishing the
priority objectives identified in the RCC Strategic Plan developed by the RCC stakeholders.
Respectfully submitted,
Niav
David B. Bubb, Director
Regional Communications Center
'fir
RCC Budget Justification FY06 -07 4 6/14/2006
REGIONAL COMMUNICATION
CENTER
C"°411VitriC 01°14'
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STRATEGIC PLAN
MAY 2005
PRIORITY OBJECTIVES
1. Establish appropriate staffing levels to meet service needs and demands (17)
2. Design and implement training programs that meet or exceed industry (17)
standards for each function (new hire, field training, professional development)
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3. Address and correct current deficiencies with hardware and software (14)
4. Develop disaster plan for RCC in conjunction with member agencies (13)
5. Continue planning for stand - alone, state -of -the -art expandable Communication
Center (12)
6. Establish continuous operation plan — back -up system (11)
7. Develop formal process to effect change (10)
8. Develop process to efficiently meet IT needs, demands, and expansion
of system (staffing) (10)
'fir