05-18-2006 •
COMMUNICATIONS INTERLOCAL AGENCY - GOVERNING BOARD
MAY 18, 2006 — 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 18, 2006, 9:00
a.m.
Chairman Allen Green called the meeting to order at 9:00 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 March meeting were reviewed and accepted with unanimous
approval by the Board.
There were no public comments or correspondence.
Under Governing Board Members, City Managers and Customer Agency Chiefs, Mayor
Vandergrifft asked if there had been any problems with communications during the
recent fires in the area. Director Bubb responded that bringing in extra personnel
created a space problem but other than that the fires went pretty well. Director Bubb
also discussed the problem with not having a backup system and that we're currently
working towards that goal. At present we have no continuity of operations. Next year
we hope to have a mobile backup unit that could possibly be purchased and outfitted
with rollover monies from this year. RCC is planning to host a communications summit
with the other Communication Centers in the area. Director Bubb also discussed the
Disaster Drill stating that most of it went extremely well.
Under the Committee and Project Reports the Finance and Budget Report was
presented to the Board for review. Mayor Thomas moved to approve the report with a
second from Mayor Vandergrifft for unanimous approval of the Finance and Budget
report.
Under the Director's report, Director Bubb presented the Services Report. Mayor
Vandergrifft asked if next meeting we could have a comparison with last years service
report.
Director Bubb then presented the request to approve the rollover of monies from FY 05
in the amount of $397,830 to be allocated as shown below. Mayor Vandergrifft made a
motion to approve the request to rollover the monies, with a second from Mayor
Thomas. The vote was unanimous to rollover FY 05 monies.
,4100
Account Description % Amount
._.. 23 -01 Disability 60.9% $1,000.00
40 -00 Travel 195% $10,000.00
43 -10 Electrical 69.5% $10,000.00
64 -15 ADP Equipment (new servers) ($65,000) $63,000.00
99 -10 Contingency 2% to 15% ($45,000) $305,000.00
52 -00 Office Supplies $8,830.00
Total $397,830.00
The Director informed the Governing Board that South Daytona Fire and Rescue are
still on board for October 1, 2006. Counsels are currently reviewing the contracts.
Mayor Thomas stated that during the brush fires, the City of Edgewater pulled clerical
employees to answer approximately 1500 calls to alleviate calls from RCC. Mayor
Green suggested that the Fire Departments participate in joint training especially in
dealing with brush fires. The Director restated the fact that RCC needs a mobile
command center and mentioned that the Port Orange PERU unit might be made
available, after the City purchases their new unit. The Center can then equip the PERU
with communications equipment and be able to use it for backup.
Under the Attorney's Report Ann Margret stated that the EOC sent a Notice of
Dismissal, for the claim that was filed against RCC. This means that EOC will not
pursue the claim. The claimant can pursue this through a private attorney within the
next 90 days, and as of this date, we have not received any word from the claimant or
private attorney.
There was no Unfinished Business.
Under New Business Director Bubb presented a request to purchase 4 new licenses
from OSSI for the New Smyrna Police Department in the amount of $14,560 and a
request to pay the annual ETI software maintenance bill in the amount of $24,703.
Mayor Vandergrifft moved to approve the purchase and payment with a second from
Mayor Thomas for unanimous approval.
There were no summary comments.
The next meeting of the governing Board is scheduled for June 15, 2006 at 9:00 a.m.
The mee • was adjourned at 9:35 a.m.
Appr ved by the Board on June 22, 2006
By _._ _ :.
Allen Green, Chairman
e °RT The City of Port Orange
FINANCE DEPARTMENT
1867
F I°R1O P
Memorandum
To: Board of Directors — onrlidated Dispatch
From: John A. Shelley, Fin 6eVirector
Subject: Finance Report for I nsolidated Dispatch- Period ending April 2006
Date: May 15, 2006
For the five months ending April 2006, total billing and collections from the various Cities amount to
$1,813,624. Operating expenditures for the same time period amount to $1,443,230. These actual
receipt disbursements compare favorably to expected budgetary activities.
Please see the attached detail of the revenues and expenditures for the month of April 2006.
Should you have any questions regarding this memorandum or its attachments, please contact me.
cc: Kenneth W. Parker, City Manager
David Bubb, Director of Communication Interlocal Dispatch
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BUDGET FY 04 -05 EQUITY FUND DISBURSEMENT
yary
Account Description % Amount
23 -01 Disability 60.9% $1,000.00
40 -00 Travel 195% $10,000.00
43 -10 Electrical 69.5% $10,000.00
64 -15 ADP Equipment (new servers) ($65,000) $63,000.00
99 -10 Contingency 2% to 15% ($45,000) $305,000.00
52 -00 Office Supplies $8,830.00
Total $397,830.00
lira w
•
SunGard HTE Inc.
4000 OSSI Ct - High Point, NC 27265 -
*rr Phone: (336) 885 -0911 - Fax: (336) 885 -5329 - 1?mail: tbracken@ossiusa.com
SUNGARD
Add -On Quote
Date Quote # I Acct Mgr
03/24/06 TQD1-3Q1768 hammy Bracken1
Quote Prepared For:
Communications Interlocal Agency, FL
Regional Public Safety Communications Ce
Jim Cox
1395 Dunlawton Ave.
Port Orange, FL 32129
k; Phone: 386 506 -5961
Extended i Annual
Qty ' Part Number I Product Description Un Place I;
I _ Price 1 Maintenance
Additional Mobile Clients
4 MCI'- CLIENT MCI' CLIENT - DIGITAL DISPATCI I S995.00 S3,980.00 5636.80
Workstation license for the application software for the mobile unit allows the unit to receive
and transmit digital (silent) dispatching, car -to -car and car -to- console messaging, premises
and call information, perform local, State and NCIC queries, and receive search information
and mugshots from RMS.
If the Customer is in a state that uses a mag -stripe system and wishes to utilize this
functionality with MGT the customer may order the reader from MagTck. The required
NOW
MagTek 3 track reader has a part number of 21040113 and the contact information is as
follows.
.Jason Dcignan
MagTek Inc.
(800) 462 -4835 ext. 203
(419) 791 -1291 - Fax
www. magtck. corn
4 MCT AL \P MCI' CLIENT - MAPS 5200.00 S800.00 5128.00
Provides the ability for officers to view maps, automatically display the location of a CAD
event, and view multiple layers of the same map available in CAD. Maps also allow officers
the ability to pin map mobile search results.
This module is a prerequisite for SunGard OSSI's Automatic Vehicle Locator (AVL) Module.
4 MCT MCI' CLIENT - AV!, 5150.00 S600.00 $96.00
SunGard OSS1's Automatic Vehicle Locator (AVL) software for the mobile computer allows
the user to have a "moving map display" in the vehicle and transmit their location back to
CAD. CAD users are able to display and track vehicles equipped with SunGard OSSI's
4 \ ICT - MFR - OFF MFR CLIENT - BASE INCIDENT/OFFENSE S995.00 53,980.00 5636.80
The Incident /Offence Module provides the ability for officers to enter Incident Reports,
Supplement Reports and Field Contacts on the mobile unit. Officers can also perform basic
IBR or UCR edits on Incident Reports. The Module provides a notes field in each Module
(Incident, Supplements and Field Contacts) to capture narrative.
'ftairr
Extended Annual
Qty Part Number Product Description Unit Price
y I Price Maintenance
4 MCI' -A[FR -ACC MFR CL1I ?N "I'- ACCIDENT R1?PORTING 5500.00 S2,000.00 5320.00
Allows officers using SunGard OSSI's Mobile product to prepare traffic crash reports in the
field. Accident diagram capability may be added by purchasing Sungard OSSI's crash wizard
and Microsoft Visit).
4 3ICT -MFR ARREST Milt CLIENT - ARREST S300.00 51,200.00 5192.00
The :Arrest Module allows officers using SunGard OSSI's Mobile product to capture data for
SunGard OSSI's standard Arrest Module in RMS.
In some states, this Module does rcproducc the state form and can print in the car.
4 \ICT MFR - CITATION \11a CLIENT - CITATION S500.00 S2,000.00 $320.00
The Citation Module allows officers using SunGard OSSI's Mobile product to capture data
from the written state citation form. In some states, this Module does rcproducc the state
form and can print in the car.
Phis quote is valid until 06/30/06 I I - - $14 ' > 2
Total: 560 00 $2 329 60
NSW
SUNGARI:
3/ 2 4/2006 20:23:58 '1 Q1)13Q1768 Page 2 of 3
•
'tltrr This Quote constitutes a Supplement to the Contract and Agreement by and between the parties hereto. Except as otherwise provided herein, all terms and
conditions of the Contract and Agreement shall remain in Full force and effect. As applicable for certain customers, the term "Contract and Agreement" is defined
as the Software License & Services Agreement and the License Program Support Agreement between the parties hereto.
Should Customer terminate this agreement per the 'Term and Contract" Section of the Contract and Agreement, the Customer agrees to pay, immediately upon
termination, the remaining balance for all hardware, software, and services delivered prior to the termination date together with travel reimbursements, if any,
related to the foregoing. Notwithstanding any language in the Contract and Agreement to the contrary, thc purchase of support services is NOT necessary for the
continuation of Customers License.
licensed Program(s) are provided in and may be used in machine- readable object code form only. SunGard offers thc Customer, through a third party escrow
agent, a Source Code Escrow Agreement that provides for release of the source code version of the Licensed Program(s) from escrow upon thc occurrence of
certain release events, such as SunGard's failure to provide required maintenance services as agreed
Applicable taxes are not included, and, if applicable, will be added to the amount in the payment of invoice(s) being sent separately. Travel and living expenses arc
o addition to the prices quoted above and shall be governed by the SunGard Corporate Travel and Expense Reimbursement Policy.
The SunGard application software warranty shall be for a period of one (1) year after Delivery. There is no Testing and Acceptance period on the Licensed
Program(s) herein.
Any interfaces listed above are interfaces only. Customer shall be responsible for obtaining the applicable software, hardware and system software from the
appropriate third party vendor.
Preprinted conditions and all other terms not included in this Quote or in the Contract and Agreement, stated on any purchase order or other document submitted
hereafter by Customer are of no force or effect, and the terms and conditions of the Contract and Agreement and any amendments thereto shall control unless
expressly accepted in writing by SunGard to Customer.
"Third party hardware /software maintenance and /or warranty will be provided by the third party hardware and software manufacturer(s). SunGard makes no
representations as to expected performance, suitability, or the satisfaction of Customer's requirements with respect to the hardware or other third party products
specified in this Quote. The return and refund policy of each individual third party hardware /software supplier shall apply.
This Quote shall be effective notwithstanding any provisions as to non- availability of funds contained in the Contract and Agreement.
Payment Terms are as Follows:
License, Conversion, Project Planning, Project Management and Third Party Hardware and Systems Software Fees are due upon execution of this Quote.
"Training, Installation, Professional Services and Travel /Living expenses are due as incurred daily. Additional services, if requested, will be invoiced at then - currant
rates. Any shipping charges shown arc estimated only - actual shipping charges will be due upon delivery. 'Third Party Hardware and Systems Software
Implementation is due 50% on execution of this Quote, and 50% due upon invoice, upon completion.
SunGard Application Annual Support - the initial term of support is included in License Fees and begins upon delivery of the first major module (such as Base
CAD, RMS, )AIL or Mobile) of the Licensed Program(s) and extends for a twelve (12) month period. Subsequent tens of support will be for twelve (12) month
periods, commencing at the end of the initial support period. Support fees shown for the second term of support shall bc due prior to the start of that tern. Fees
for subsequent terms of support will be due prior to the start of that term at the then prevailing rate. Third Party Application Annual Support Fees - payment
terms shall bc as provided by the Third Party to Customcr with the exception that any Fees listed above for the initial term of support are due upon execution of
this Quote.
Accepted:
Communications Interlocal Agency, FL
Signature Date Printed Name
SUNGARD
3/24/2006 20:23:58 TQDBQ1768 Page 3 of 3
Emergency Technologies, Inc. Invoice
7200 Stonehenge Dr.
Suite 308 Date Invoice #
Raleigh, NC 27613 - 1620
4/20/2006 ETI - 5232A
Bill To Ship To
Ms. Kim Hare Mr. David Bubb
Communications Interlocal Agency Communications Interlocal Agency
1395 Dunlawton Ave. 1395 Dunlawton Ave.
Port Orange, FL 32129 Port Orange, FL 32129
Customer Contact P.O. Number Terms
Jeff Lariscy Net 30
(386) 424 -2451 Due Date Vendor Number Contract Number
jlariscy @cityofedgewater.org 5/20/2006
Quantity Item Code Description Price Each Amount
1 Maintenance ... Annual Maintenance and Support for Visual Fire, this 24,703.00 24,703.00
covers the period from April 29 2006 to Apr 28 2007
NNW
I I
For invoice questions, call 800 - 485 -0202 ext 224.
Total $24,703.00
Nor
Communications Interlocal Agency Governing Board
444 "" Edgewater New Smyrna Beach Port Orange
Meeting Notice — March 16, 2006
City Council Chambers, Port Orange City Hall — 9:00 a.m.
AGENDA
Call to Order
Roll Call
Pledge of Allegiance
Review and Action on Minutes of Previous Meeting (2)
Public Comment and Correspondence
Governing Board Members, City Managers and Customer Agency Chiefs:
Comments:
Committee and Project Reports:
1. Finance and Budget Report
'err Director's Report:
1. Services Report
2. Introduction of Network Administrator — David Wagner
3. Ormond Beach Update
Attorneys Report:
Unfinished Business:
1. Services Report for January 2006
New Business
1. Approval to purchase Veritas Software
2. Approval to purchase new Servers for RCC
Summary Comment, Governing Board Members:
Setting Date and Time of Next Meeting — Adjournment
Pursuant to Florida Statutes 286.0150, if an individual decides to appeal any decision made by the Governing Bard with respect to any
matter considered at this meeting, a record of the proceedings will be required and the individual will need to ensure that a verbatim
transcript of the proceedings is made, which records include the testimony and evidence upon which the appeal is based. Such a person
must provide a method for recording the proceedings. Persons needing ADA assistance to participate in these proceedings should contact
the Deputy City Clerk at 386- 506 -5563.
Agenda notice to News - Journal