08-07-2003 COMMUNICATIONS INTERLOCAL AGENCY— GOVERNING BOARD
*116,0, AUGUST 7, 2003 — MONTHLY MEETING MINUTES
The August meeting was held pursuant to public notice at the City of Port Orange, City
Council Chambers, City Center Circle, Port Orange, Florida on August 7, 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. Board Counsel Margaret Roberts,
New Smyrna Beach City Manager Frank Roberts, Edgewater City Manager Ken Hooper
and Port Orange City Manager Ken Parker were also present. Commander Ken Burgman
of the Port Orange Fire & Rescue Department was also in attendance.
The Chairman called for all to rise for the pledge of allegiance.
The regular minutes of the June meeting were reviewed and accepted. Mayor Hukill made
the motion to accept the June minutes with a second by Mayor Vandergrifft.
There were no public comments or comments by the Governing Board Members.
James Cox, Operations Manager of RCC, presented the Finance Report to the Board. The
report was approved and accepted by the Board with a motion by Mayor Vandergrifft, a
second by Mayor Hukill with a unanimous vote to accept the Finance Report.
The Operations Manager presented the Directors report, beginning with the OSSI project
status report. Jim reported that the Director and he had met with Cindy Salay of OSSI, and
presented her with some ongoing problems on the Fire side of house. Most problems tend
to be software related problems with ETI, a subcontractor of OSSI. OSSI will communicate
directly with ETI to solve these software problems. The project has not been closed and will
be reviewed again within the month.
Regarding the Center's Contingency Plan, a letter was sent to Sheriff Ben Johnson of
Volusia County, which was signed by Chairman Schmidt, addressing the issue of
transferring RCC's 911 calls to the County in the event the Center becomes uninhabitable.
It was further explained that as soon as RCC's alternate site was set up, the County could
then reroute RCC's 911 calls to predetermined 7 -digit numbers for direct dispatching.
Wiring has been completed in the PERU unit for additional phone lines. Plans to wire the
Station 73 for hook up to the PERU unit will be evaluated shortly.
RCC Team training, administered by Director Cade, for APCO Basic Telecommunicator has
been completed, with the exception of two employees who will pursue training on their own.
In addition, the mandatory CPR training has also been completed during the past two
weeks. These courses are mandatory for Emergency Medical Dispatch.
Chairman Schmidt inquired about the morale of the Center due to the resignation of the
Director. Jim Cox assured the Chairman the Team Members are confident and moving
forward.
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Automatic Aid was discussed, and Jim Cox stated that RCC is working to expand the
notification process among the participating cities. Some equipment modifications and /or
additions may be required to assure simultaneous alerting at each of the Communications
Centers involved in this shared service.
The Chairman re- addressed the letter sent to Sheriff Ben Johnson, inquiring about choosing
a deadline for a response from the County. City Manager Roberts suggested that Jim Cox
draft another letter to the Sheriff and have City Manager Parker review the letter before it's
sent.
Under the Attorney's Report, Margaret Roberts briefed the Board about a public records
request from Matt Zavadsky who is the EMS Manager for Volusia County. Board Counsel
has reviewed the request and responded to the letter in accordance with the Public Records
Statute, which requested complete CAD and 911 tapes of a New Smyrna Beach incident.
Margaret Roberts is debating authority to produce redacted information at this point. City
Manager Roberts stated that the New Smyrna Beach attorney is also researching the
request for information.
There was no Unfinished Business.
Under New Business, City Manager Ken Hooper presented a recommendation by the City
Managers to the Board to name Commander Ken Burgman as the Interim Director of RCC
until such time as a new Director is selected. Commander Burgman will not be formally
seeking the position of the Director, but has agreed to the interim position. City Manager
Hooper stated that Shannon Lewis has received many resumes from qualified applicants at
"'w' this time, and expect additional resumes when the job announcement is posted in the
upcoming APCO publication. Commander Burgman addressed the Board, giving them his
background with Fire Rescue and his involvement in beginning stages of RCC. City
Manager Hooper made the motion to accept Commander Burgman as the Interim Director
of RCC with Mayor Vandergrifft accepting the motion; Mayor Hukill seconded the motion
with a unanimous vote from the Governing Board.
The next meeting of the Governing Board is scheduled for September 11, 2003 at 9:00 a.m.
in the Port Orange Council Chambers.
The meeting was adjourned at 9:37.
Approved by the Board, September 11, 2003
41,(
By
(C )
Chairman Donald Schmidt
O The City of Port Orange
wwor
■ FINANCE DEPARTMENT
1667
lorrr F L O R 5 O P
Memorandum
To: Board of Directors — Consolidated Dispatch
From: John A. Shelley, Finance Director
Subject: Finance Report for Consolidated Dispatch- Period ending July 2003
Date: August 6, 2003
For the period ending July 31, 2003, total billing and collections from the various cities
amount to $1,312,352. Operating expenditures for the same time period amount to
$1,270,130 with an additional $85,791 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 July 2003
and cumulative amounts since October 1, 2002. Please note, appropriations of equity and
collections exceed expenditures because of advance funding of capital needs.
Should you have any questions regarding this memorandum or its attachments, please
*low contact me.
cc: Kenneth W. Parker, City Manager
Bill Cade, Director of Communication Interlocal Dispatch
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Directors' Report CIA Governing Board 8.7.03
Project Status:
The scheduled Project Closing Meeting was held 7 -25 -03 at the RCC. The staff had
invited representatives of all our customer agencies to meet with OSSI Project Manager,
Cindy Salay to categorize the status of each "deliverable" under the terms of the contract.
While many of the component elements have successfully been installed and are
working, lingering problems with Fire/Rescue software, provided by a subcontractor have
never worked as described.
The decision was made by the Director not to accept the Project closing - additional
contract compliance discussions are continuing, essentially in the area of Fire/EMS. Both
Jim Cox and Ken Burgman are very familiar with these issues and are continuing to reach
resolution.
Contingency Planning:
As per the discussion of the Governing Board, a letter was sent to Sheriff Johnson,
seeking to confirm our understanding of having 9 -1 -1 calls transferred to the alternate
PSAP Unit when deployed. Copy of letter is attached to agenda as "correspondence ".
The installation of the telephone switch has been completed. The specialized wiring of
the first group of selected sites will follow, shortly.
Team Leader Johnnie Dail will continue to work with Director Cade to complete the
`err• details of the RCC Emergency Plans as well as provide training for RCC Team Members.
RCC Team Training:
We are pleased to report to the Board that of the 24 shift personnel at the RCC, 22 have
successfully completed the APCO Basic Telecommunication Officer Training Course,
last week. Director Cade taught the remaining sections of the course and has delivered
the documentation to APCO, so that these Team Members can in fact receive their
nationally recognized certification.
In addition, as a mandatory prerequisite of Emergency Medical Dispatching, the Team
completed CPR training during the past two weeks.
Emergency Medical Dispatch Training is scheduled to begin during the week of August
24 2003.
Automatic Aid:
The RCC Team in cooperation with local Fire/Rescue agencies is working to expand the
automatic aide notification process among the participating cities. Some equipment
modifications and/or additions may be required to assure simultaneous alerting at each of
the Communication Centers involved in this shared service.
err
Communications Interlocal Agency
Regional Public Safety Communication Center
Governing Board Executive Committee
Mayor Donald A. Schmidt Kenneth Hooper
Chair City Manager
Mayor James L. Vandergrifft Frank Roberts
Vice Chair City Manager
Mayor Dorothy L. Hukill Kenneth Parker
Secretary/Treasurer July 22, 2003 City Manager
Sheriff Ben Johnson
P O Box 569
Deland, Florida 32721
Dear Sheriff Johnson:
fir► The Governing Board has authorized its Director and staff to continue the
implementation of our Disaster Contingency Plan.
In this plan there. is specific reference to the potential that the RCC structure could
become uninhabitable. In such an event, the RCC would notify the County PSAP and
BellSouth that the 9 -1 -1 trunks will immediately need to be redirected to the County
PSAP for call handling.
As soon as possible thereafter, the RCC will resume operations at an alternate site
determined by the nature ofthe event causing the evacuation ofthe building. The
designated, alternate site will allow the RCC to receive 9.1 -1 calls via seven digit lines as
well as perform their usual dispatch, using remote access to the CAD system. The County
PSAP and BellSouth will be notified and the assigned numbers provided to BellSouth for
call routing purposes.
The Board is anxious to know if this aspect of our Contingency Plans presents any
procedural or process issues for the County, which would alter its implementation.
Sincerely,
Donald A. Schmidt
Chairman, Communications Interlocal Agency
''fir
William A. Cade Jr., Director 1395 Dunlawton Avenue Phone: (386) 756 -7400
Email: wcade ®port- orange.org Port Orange, Florida 32129 (386) 424 -2000
Fax- (3RRI 7;n..,! 90A