07-10-2003 Communications Interlocal Agency — Governing Board
' July 10, 2003 — Monthly Meeting Minutes
The July meeting was held pursuant to public notice at the Port Orange Council Chambers,
Port Orange City Hall, Port Orange, Florida on July 10, 2003.
Chairman Donald Schmidt called the meeting to order at 9:00 a.m. A roll call was held with
Mayors Schmidt, Hukill and Vandergrifft in attendance. Also in attendance was Shannon
Lewis, New Smyrna Beach, Edgewater City Manager Ken Hooper and Port Orange
Assistant City Manager, William Whitson.
The Chairman called for all to rise for the pledge of allegiance.
The minutes of the previous meeting were reviewed and approved with Mayor Vandergrifft
making the motion with a second from Mayor Hukill. The minutes were accepted with a
unanimous vote.
There were no public comments and correspondence.
Under Governing Board comments, Mayor Schmidt stated that he visited the
Communication Center before the meeting to dispel any rumors that may have been heard
about the County stepping in and taking over. The Mayor stated that he was more than
pleased with the operation of the Center, and wanted to reassure the Team Members that
their jobs were secure. The Mayor also distributed a letter to each Member, which is
` attached. Director Cade stated that the employees of the Center were very reassured after
the Mayor's visit and expressed his appreciation.
The Finance Report was accepted and approved as prepared by John Shelley, Finance
Director of the City of Port Orange.
Under the Director's Report, the monthly stats for the month of June were presented.
Director Cade stated that we were well ahead of schedule and under budget with our
contractual obligations with OSSI and their subcontractor ETI.
Mayor Schmidt asked the Director if Amber Alerts were automatically sent to Police Officers
and the Director stated that at this time, the Communication Center was responsible for
sending those. In the future, the alert will be automatically directed to cars with a verbal
BOLO done by Dispatch.
Director Cade introduced James Cox, a senior member of RCC, to the Board as the Interim
Operations Manager who will oversee RCC in the absence of a Director. James will also
conduct meetings with Chiefs and officials as well as handle any issues that apply to the
Center.
The Director explained to the Board that he has outlined a contingency plan for the Center
in the case of an emergency. Mr. Cade has repeatedly asked the County for a copy of their
contingency plan, and as yet, has received nothing. For the purpose of the Center, in the
event the building has to be evacuated, the PERU unit would be available. The County
would take our calls until PERU could be set up, then the County would reroute 9 -1 -1 calls
Now to the unit. Mr. Cade stated that the County had said they would take our calls, but not
dispatch them. This is still under negotiations with the County.
Mayor Schmidt asked if might be beneficial to approach the County Council regarding the
lack of cooperation we receive from the County. The Director stated that it seems no one
else in charge of local PSAPs has ever raised any issues with the County. The Director
stated that he did not know what the outcome of a County meeting would be. Mayor Hukill
suggested that using the chain of command might be more beneficial than approaching the
County Council, as ultimately the Sheriff is in charge of the 9 -1 -1 system. Mayor
Vandergrifft stated that maybe a letter from the Governing Board sent directly to Sheriff
Johnson asking for answers to our ongoing questions might be the route to take.
The Director stated that advertising has begun in the search for a new Director. Mayor
Schmidt replied that he appreciated everything Mr. Cade had done to bring the cities
together in one Dispatch Center. Mr. Cade's last day as Director will be August 15, 2003.
Shannon Lewis explained the advertising strategy, which includes websites, APCO, and
local newspapers. Late November is the approximate target date for a new Director to be on
board. Mention was made of an interim director, which is currently an option being explored
by the City Managers. Any questions concerning the position should be directed to
Shannon Lewis.
Under unfinished business the Director presented the final budget for FY 03 -04 to the Board
for approval. The budget was accepted and approved with a motion by Mayor Vandergrifft
"'u"" and a second from Mayor Hukill. The vote was 3 -0 for approval of the FY 03 -04 budget.
The next meeting was scheduled for August 7, 2003 at 9:00 a.m. at Port Orange City
Council Chambers.
The Board recessed to tour the PERU unit, which was parked outside City Hall.
Director Cade asked for approval to proceed with the installation of additional phone lines to
the PERU unit, per the contingency plan. Mayor Vangergrifft made the motion to approve
with a second from Mayor Hukill to accept the contingency plan. The vote was unanimous
3 -0.
The meeting was adjourned at 10:15 a.m.
ApprovecLby the Board, August 7, 2003
B y
Chairman Donald Schmidt
o °Rr The City of Port Orange
FINANCE DEPARTMENT
m
1867
' O R IOP
Memorandum
To: Board of Directors Ci solidated Dispatch
From: John A. Shelley, Fi :n•.e Director
Subject: Finance Report foil onsolidated Dispatch- Period ending June 2003
Date: July 8, 2003 •
For the period ending June 30, 2003, total billing and collections from the various cities
amount to $1,243,620. Operating expenditures for the same time period amount to
$1,043,779 with an additional $125,494 encumbered. These actual receipt disbursements
compare favorably to expected budgetary activities.
Please see the attached detail of the revenues and expenditures for the month of June
2003 and cumulative amounts since October 1, 2002. Please note, collections exceed
expenditures because of advance funding of capital needs.
Should you have any questions regarding this memorandum or its attachments, please
litaw
contact me.
cc: Kenneth W. Parker, City Manager
Bill Cade, Director of Communication Interlocal Dispatch
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REVISED /Final RCC Budget Action Summary 6 -26 -03
The RCC presents this REVISED FY 04 Budget with following
explanation notes:
1. The Total FY 04 Budget has been reduced by the amount equal to the
costs associated with reaching FY 04 goals within the FY 03 fiscal period.
2. The Revised FY 04 costs per partner city are provided in only two
modes: a) 50 -25 -25 formula based b) Per Unit cost based
Formula based costs are usually all categories and subgroups except two;
Per Unit Costs are normally only for Computer Software and Communication Services
Communication Services is defined as telephone bills, CDPD links, 256 lines etc
Within these two categories for FY 04 - it is important to note that:
1. The dollar amount reflects the costs of the licenses of new software products
to be added to the current array, based upon requests from local agency Chiefs;
The following actions/initiatives are funded within FY 03 to reduce the FY 04 budget.
Estimated Totals:
1. Software licenses for 12 POPD cars, 5 POPD Palms, 4 RCC MDCs = $85,743.00
This is a per unit cost of $68,000 to Port Orange; the balance of $17,743 is a fx
of the 50 -25 -25 split formula.
"%.i 1A. "PALM" type devices for Motor Units (5) = $3,112.00 -- Per Unit Cost, Port Orange
1 B. License Reader Devices $95 /each - P0=$2755.; NS= $2090.;EW= $1235.
Items 1 -1A,1B are per unit costs except for $17,743.00
2. Mobile radio purchase and install RCC Director 42,500.00
3. RCC Chairs = $4800.00
4. AVL Display Monitors, cabling, mounts = $16,000
5. Purchase, Installation of 4 radios at consoles for backup = $12,000.00
6. Training Materials /Overtime for APCO Basic/EMD Basic Training = $16,000.00
Items 2 -6 are a fx of the 50 -25 -25 formula
Total - Reduction of FY 04 Budget by FY 03 Actions = $146,235.00
REVISED FY 04 Budget Total $2,031,442.00
Costs unique to Customer Agencies Total (46.36,49.02,41.00) = $423,507.00
Costs unique to RCC Operation Total = $1,607,935.00
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