05-01-2003 Communication Interlocal Agency — Governing Board
Nosy May 1, 2003 — Monthly Meeting Minutes
The May meeting was held pursuant to public notice at the Port Orange Council
Chambers, Port Orange City Hall, City Council Chambers, Port Orange, Florida on May
1, 2003.
Chairman Donald Schmidt called the meeting to order at 9:00 a.m. A roll call was held
with Mayors Schmidt and Hukill in attendance, along with Board Counsel Margaret
Roberts. Mayor Vandergrifft was excused.
The Chairman called for all to rise for the pledge of allegiance.
The minutes of the previous meeting were reviewed and approved with Mayor Hukill
making the motion with a second from Mayor Schmidt.
There were no public comments and correspondence.
The Finance Report was accepted and approved after a discussion about New Smyrna
Beach's percentage. The Director stated that the Finance Director had been working to
adjust New Smyrna Beach costs, which in most part were due to the two (2) employees
contracted through New Smyrna. Mayor Hukill made the motion to accept the report and
Mayor Schmidt seconded the motion.
No w Under the heading of the Director's Report, Director Cade stated that he was unable to
get a connection to provide the monthly phone stats for the Board. He stated that he
would e -mail the report as soon as he had the figures.
The Director also reported that one employee had decided to return to New Smyrna
Beach, which creates a vacant position in the Center. We are currently training a
person who will be eligible to fill the position.
The initial testing of Mobile Data Reporting in Edgewater has been very successful.
Port Orange testing will be completed soon.
Training for the Mug Shot Camera is set for June with Mobile Field Reporting scheduled
soon thereafter. All training modules should be over by the summer, which was
according to the long -range plans.
The installation of the phone lines for the Ponce Inlet non - emergency numbers will cost
$200 to be installed. The ring down service has an upfront cost of $1700 with a monthly
recurring charge of almost $300. We are seeking an alternate route while still in
negotiations with the County about the lines.
Now
Communication Interlocal Agency — Governing Board
May 1, 2003 — Monthly Meeting Minutes
Under unfinished business, Mayor Schmidt and the Director discussed EMD training for
Center employees. As with the County Ordinance, customer service was the number
one issue.
Under new business Director Cade presented the amended CIA budget. The Director
reminded the Board that at the end of the 2002 FY, the Center requested that certain
monies be encumbered and carried over to FY 2003. The current 2003 budget reflects
the money that was carried over from last year. The Board needs to recognize that the
budget has been amended and requires their approval. The Director stated that the
money has just now been allocated to the budget, ergo the delay in approval. Mayor
Hukill accepted and approved the budget revision with a 2 from Mayor Schmidt.
Also under new business was the presentation of the proposed budget for FY 2004.
The Director explained the increase in communication charges, which are due to the
new phone lines in the Fire Departments, the annual software maintenance charges of
$150,000 due OSSI as well as the 60% charge for the new IS personnel and 100% for
the New Smyrna Beach contract employee.
Discussion followed regarding the use of city channels during emergencies to keep the
Center up to date on progress of work being done in the City. Department Heads will
Nape be informed of procedures to use during times such as these.
The Director reported to the Board that he had been asked by APCO to serve as the
National Chairman for Project Locate, the program designed to expedite the full
implementation of Phase II Wireless.
The next meeting of the Governing Board has been scheduled for June 12, 2003 at 9:00
a.m. in the Council Chambers of Port Orange City Hall.
The meeting ended at 10:10 a.m.
Approved by the Board June 12, 2003.
By �
Chairman Donald Schmidt
Now
111202 WAC
%k Revised Hardware Costs - OSSI System Partners
It is always risky to discuss savings in governmental projects - however thanks to th ; power
of contracts and diligent efforts by many - the revised costs are offered as of Monday 1 . - 'I 1
These revised costs reflect the latest estimates of the following hardware subsets:
(62) LAW RMS Workstations, (32) FIRE RMS Workstations, (74) Mobile Data Computers,
(20) Tablet PCs for Fire, Installation of 94 units and Fire Station Subset 41, ?70"
Original $$ Revised $$
Edgewater $167,412.00 $116,596.70
New Smyrna $270,165.00 $168,422.08
Port Orange $261,220.00 $148,479.55
While additional costs may be identified as the implementation actually takes place,
is unlikely that the total difference between the original estimate and the revised :y =ati iE
of $265,298.00 will be substantially eroded for additional hardware.
The staff working on this project wanted you each to know that we are matting prcgr oss
on this aspect.
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ti Q , a °R T ° The City of Port Orange
- n FINANCE DEPARTMENT
1867
F i°R10 P
Memorandum
To: Board of Directors — 'nsolidated Dispatch
From: John A. Shelley, Fin :■' a Director
Subject: Finance Report for e. nsoIidated Dispatch- Period ending March 2003
Date: April 28, 2003
For the sixth -month period ending March 31, 2003, total billing and collections from the
various cities amount to $619,251.39. Operating expenditures for the same time period
amount to $592,645 with an additional $152,338 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 March
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
contact me.
cc: Kenneth W. Parker, City Manager
Bill Cade, Director of Communication Interlocal Dispatch
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Communications Interlocal Agency
Governing Board
Agenda Action Item:
Motion to adopt, the amended FY2003 budget as presented at the May 1
2003 Board Meeting.
Action Item Note:
1. The Board adopted the original FY 2003 Budget at the May meeting
of 2002 in the amount of $1,545,977.00.
2. The Board authorized the carryover of selected unexpended funds
from FY 2002, at its September, 2002 meeting. ( Total $303,954.00)
3. The Budget summary for FY 2003, now includes those amounts,
added to the original FY 2003 budget. Revised Total is $1,849,931.00
For the Record
Motion by: Mfriblik
Seconded: k A JcAw-
Vote:
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Now
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: ..„_. k r County of V
• � DEPARTMENT OF PUBLIC PROTECTION
`rr�rss EMERGENCY MEDICAL SERVICES DIVISION
123 West Indiana Ave, 4' Floor • DeLand, Florida 32720 -4262
N.`‘. Telephone: 386.740.5201 • Fax: 386.740.5283
Daytona Beach: 386.248.8149 • New Smyrna Beach: 386.423.3307
Web: www.volusia.org /ems e-mail: MZavadsky @co.volusia.fl.us
May 6, 2003
The Honorable Donald A. Schmidt, Chairman
Communications Interlocal Agency
Regional Public Safety Communications Center
1395 Dunlawton Avenue
Port Orange, FL 32129
Dear Mayor Schmidt:
Thank you very much for your letter dated April 28, 2003 regarding the draft Emergency Medical Services
Ordinance. Your comments will be included in the feedback summary provided to the County Council for their
Now deliberations during the ordinance approval process.
The decision by your board to certify all RCC dispatchers in Emergency Medical Dispatch (EMD) is certainly an
option for you. However, as I'm sure you are aware, the ability to provide EMD services is available to the RCC
without cost through either Deltona Fire Dispatch, or Emergency Communications Systems, Inc.
Your offer regarding the RCC talk group should be made to EVAC. By way of suggestion, rather than the RCC and
EVAC needing to go through that process, there are already 15 channels designated VC Wide (1 — 15), which were
specifically designed for use by agencies to coordinate responses. Perhaps a process utilizing the channels
already assigned would be more expeditious and not necessitate reprogramming numerous radios.
Thanks again for sharing your thoughts.
Sinc rely,
Ma Zavads , , MHA
EMS Marla. -
cc: Jim Ilits, Deputy Director, Volusia County Public Protection
Mike Mellon, Executive Director, Emergency Medical Foundation, Inc.
EMS -03 -016
Now
04 -28 -03
Matt Zavadsky, Emergency Medical Services Manager
Department of Public Protection, Room 401
123 West Indiana Avenue
DeLand, Florida 32720
RE: Emergency Medical Service Ordinance
Dear Mr. Zavadsky:
The Communications Interlocal Agency Governing Board wishes to share some service
Now
issues related to the `EMS Ordinance" in its current form.
The Board does not question the logic of sending the nearest, appropriate ALS Unit to calls
requiring rapid patient contact and intervention; in fact, our Regional Public Safety
Communication Center does that now as part of the existing first response plan among the
partner /participating cities. The Board also understands the delay and related problems created by
transferring calls to EVAC and their decision to operate on a separate talk group.
While other discussions may continue, the Board would suggest that if the goal is truly to
better serve the caller in crisis; a simpler remedy is suggested that does not require an ordinance
or present the risk of relying upon resources from outside the service area, which are not equally
staffed. The Communications Interlocal Agency Board offers a plan that will authorize the SRCC
to train staff in the use of Emergency Medical Dispatch within the next 90 days. Further, the
Board would authorize the EVAC Units to have the RCC FD 1 talk group programmed into their
radios. These two steps will bring to the caller more immediate and direct contact with the
Fire/Rescue Responders as well as provide the assigned EVAC Unit with immediate, real time
opportunity to communicate with the First Response Units as well as the EMD, as needed on the
call.
The Board appreciates the opportunity to share this remedy for enhancing emergency
medical services to the residents of and visitors to our primary service area.
Sincerely,
Donald A. Schmidt, Chairman
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