03-20-2003 COMMUNICATIONS INTERLOCAL AGENCY— GOVERNING BOARD
*•.. MARCH 20, 2003, MONTHLY MEETING MINUTES
The March meeting was held pursuant to public notice at the City of Port Orange, City Council
Chambers, City Center Circle, Port Orange, Florida on March 20, 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. Board Counsel Margaret Roberts arrived at 9:06 a.m.
Mayor Vandergrifft was absent. Also in attendance were City Managers Parker and Hooper,
Edgewater Assistant City Manager Liz Mc Bride and Chief Tim Hawver of the New Smyrna
Beach Fire Department.
The Chairman called for all to rise for the pledge of allegiance.
The regular minutes of the February meeting as well as the minutes of the special meeting in
February were reviewed and accepted. Motion to accept minutes from Mayor Hukill and
seconded by Mayor Schmidt.
There were no public comments or comments by the Governing Board Members, City Managers
or Agency Chiefs.
Director Cade presented the Financial Reports for the month of February with project reports
%ow prepared by the Finance Director, John Shelley, showing the accounts in favorable balance.
Mayor Hukill made a motion to accept the report, seconded by Mayor Schmidt, accepted with a
unanimous vote.
Director Cade presented statistics for February showing RCC responded to over 2000 9 -1 -1
calls.
The Director mentioned the fact that while the country is at a heightened security level, Team
Members have been notified to prepare and make alternate plans for their families, and to store
extra clothing and medical supplies in lockers. The Director has made arrangements with the
Police Department to supply rides to Team Members to the Center in the event of any
unforeseen emergencies. Some emergency supplies have been purchased and stored in a
locker in the Center.
We have been unable to secure a basic contingency plan from the County, after numerous
attempts, and are currently exploring other options. Mayor Schmidt asked the Director who his
contact was, and wondered if someone else would be able to procure the information.
Preparations to work with Ponce Inlet continue with mapping, local common name files,
resource lists and contacts being added to CAD system. Twelve Team Members will take a
field trip to Ponce Inlet in an effort to acquaint themselves with the general geography, special
``'fir
COMMUNICATIONS INTERLOCAL AGENCY— GOVERNING BOARD
om MARCH 20, 2003, MONTHLY MEETING MINUTES
points of interest, i.e. high rises, local emergency services buildings as well as Ponce Inlet
Police Dispatchers.
The Director, in close cooperation with Port Orange Police Department, has revised, rewritten
and added elements to existing RCC Customer Service Guidelines to meet the standards for
National Law Enforcement Accreditation.
The Director reported that there was a planned two -hour shutdown of CAD, which resulted in
nearly 10 hours of pen /paper operations. The team performed in an outstanding manner, and
has proven that they can do routine dispatch without relying on the CAD.
Mobile data training has been scheduled for next week, where we will plan to train 30 individuals
from our partner cities. All trainers will leave the training session with a working MDC. There
will be a 10 — 14 day trial period with this equipment in Fire Apparatus in Edgewater and Police
vehicles in New Smyrna Beach. After the trial period, when the system is stable and secure, the
remaining agency units will be issued their units. This has been a significant coordination effort
with the IT staff, our Team, FDLE, vendors and selected customers.
The conversion of all Port Orange, Edgewater and New Smyrna Beach files in the FCIC system
have been successfully converted to the ORI assigned by the FBI through FDLE to the RCC.
Under new business, OSSI and the Director have continued discussions on licensing needs for
software that has been previously purchased. The Director has identified licensing needs,
which will provide customers with greater access to desired software items as well as resolve
any miscalculation in the contract. The Director requested approval of Board to purchase
licensing requirements of Microsoft as well as Visio software in the amount of $10,500.
Also under new Business, after recent discussions with the E911 Coordinator, the Director has
been advised that his request to have a direct connect "ring down" line between RCC & Ponce
Inlet would be approved, but the County not pay for the interconnection. The County
Representative did not feel that these direct connections lines were related to 9 -1 -1 services
and outside the scope of items for which County 9 -1 -1 funds can be used. It was also made
clear that since InterAct is a contractor of BellSouth and BellSouth is the 9 -1 -1 provider under
contract to the County, no promise of meeting the April 1 service delivery date for Ponce Inlet
could be made. The Director urged the Board to approve the installation costs of such lines,
should they actually be charged to RCC.
RCC has also added three (3) new lines to the hunt group for Ponce Inlet alarm companies.
The County also advised that InterAct would not hook up these lines unless RCC paid for the
service. Mayor Hukill advised the Director to start documenting all correspondence with the
County. The Director urged the Board to also approve the installation of these 3 lines.
Aliarr
COMMUNICATIONS INTERLOCAL AGENCY— GOVERNING BOARD
MARCH 20, 2003, MONTHLY MEETING MINUTES
The Director advised the Board that he participated in the final round of interviews for a new IT
person who would be shared between the RCC and the City of Port Orange.
The Director advised the Board that he had nominated Darlene Saltsman as Dispatcher of the
Year, due in part to the fact that she was Shift Supervisor during the shooting in Edgewater, and
that she has risen to the responsibility of a Shift Supervisor.
The last action item is to ask the Board to approve and authorize the recognition of Tom
Fitzgerald and Tony Marino, for all they have done for RCC. For their dedication, service and
professional demeanor. For their many hours of dedication to the Center all hours of the day.
The Director will present a plaque to each.
The Director then discussed the Police Users Agreement with the Board. Board Counsel
Margaret Roberts, suggested that the Police Users Agreement be accepted pending her review.
Mayor Schmidt accepted the motion, with a second by Mayor Hukill rendering a unanimous
vote.
Mayor Hukill then accepted the motion to approve the licensing requirements with OSSI, the
acceptance of recognition for Tom Fitzgerald & Tony Marino in addition to the installation of the
three (3) lines for Ponce Inlet including the "ring down" line. Mayor Schmidt seconded the
"`''a'" motion for a unanimous vote.
Under unfinished business, the Board had requested that the Defined Contribution Plan be
added to this meeting to give them time to review the plan. Board Counsel recommended
approval of the plan pending her further review. A motion was made by Mayor Hukill to adopt
the plan with a second by Mayor Schmidt for a unanimous vote.
Also under unfinished business, after revising the Personnel Policy, it has once again been
submitted for approval. A motion to accept the Policy which includes drug testing new
employees and random drug testing, was made by Mayor Hukill with a second from Mayor
Schmidt for a unanimous vote.
Returning again to new business, approval was requested for the amendment of the Interlocal
Agreement to reflect the new Purchasing Policy document increasing the Director's purchasing
power from $5000 to $7500. Mayor Hukill accepted the motion to accept with a second by
Mayor Schmidt with the understanding that each City approve the change.
With the request to purchase items on the state contract, approval was asked to use the state
contract for items over $7500. Board Counsel explained that instead of bringing items to the
Board for approval, items bought on state contract could be approved by the Director. Mayor
Hukill accepted the motion, with a second by Mayor Schmidt for a unanimous vote.
COMMUNICATIONS INTERLOCAL AGENCY— GOVERNING BOARD
MARCH 20, 2003, MONTHLY MEETING MINUTES
A new contract for Robert Weiss for professional services was offered to the Board for renewal
due to the original contract's expiration on March 31, 2003. Board Counsel suggested the Board
approve the contract subject to her review of the language. The Director asked for the Boards
approval, which was accepted by Mayor Hukill and seconded by Mayor Schmidt for a
unanimous vote.
The Director stated that he is meeting with the City Managers in April, and he will be ready to
present the budget for the next Fiscal year at the next Governing Board meeting.
The next meeting of the Governing Board has been scheduled for May 1, 2003 at 9:00 a.m. to
be held in the Port Orange City Council Chambers, with a tentative date of May 15 for a
second meeting.
City Manager Ken Hooper invited Director Cade to join the City Managers for a luncheon
regarding a County Ordinance next week. Mayor Hukill stated that perhaps the ordinance
needs to be on the agenda for the May 1, meeting.
Mayor Schmidt asked the Director about the status of EMD dispatching. The Director was
happy to report that RCC would be moving forward, and hope to be dispatching by the end of
the fiscal year. The Director stated that it would incur a little more in costs for training and
overtime to cover the certification of dispatchers. Mayor Schmidt asked if the Center itself would
have to be certified. The Director replied that it did not.
The meeting was adjourned at 10:22 p.m.
Approved by the Board, May 1, 2003.
By '� "' i
Chairman Donald Schmidt
Regional Public Safety Communication Center
itimr
Director's Report to the C.I.A. Governing Board, March 20, 2003
1. The pre meeting notifications included the February Statistics, while February
was a short month, the RCC still responded to over 2000 9 -1 -1 calls;
2. General: The heightened security alert to ORANGE has prompted the RCC Team
to face the potential issues surrounding a major incident in Central and East
Coastal Florida. The Team has been urged to make primary and alternate plans for
family safety and security, to have adequate clothing and personal items in their
lockers, maintain current data on health issues and medications, as well as join the
effort to monitor the physical security of the Center, our support systems as well
as their personal vehicles. Off Duty Team Members are now required to check in
with the Center immediately after any public notice of adverse action in the
region.
While the Team, understandably has a need to take care of personal and family
matters, they have been reminded that as long as the public switch telephone
system and county radio system are functional, the RCC will continue to the
primary source of immediate contact between citizens in crisis and all appropriate
emergency services. Additional issues regarding team sustainability are being
worked on to maximize our functionality during any event.
err.
3. Our efforts to learn what plans exist to maintain the integrity of the County
managed 9 -1 -1 system have been unsuccessful; neither an email nor a
conversation have resulted in any reply to a list of questions about maintaining
operations should the system be interrupted or the RCC Team be displaced;
4. Operations: The preparations to work with our newest User Agency, Ponce Inlet
continue with mapping, local common name files, resource lists and contacts
being added to our CAD system. Tomorrow morning, 12 Team Members will
travel to Ponce Inlet in an effort to acquaint themselves with the general
geography, special points of interest, local emergency services buildings as well
as Ponce Inlet Police Dispatchers. The final aspect of readiness includes enhanced
telephone connectivity and procedures, which will be reported separately, this
morning. The cooperation of the Team, the Fire Chiefs and our support and
technical staff have all contributed to what we truly expect to be a positive and
beneficial relationship among the parties;
Director's Report to the C.I.A. Governing Board, March 20, 2003 P2
5. In close cooperation with the Port Orange Police Department, I have revised,
rewritten and added elements to existed RCC Customer Service Guidelines to
meet the articulated standards for National Law Enforcement Accreditation; these
changes do have some impact — two elements I will mention here:
a. Agency User Agreements
b. Enhanced Physical Security and Restricted Access to the Center
6. In my monthly meetings with the Fire/Rescue Advisory Committee as well as the
FCIC Management Committee have been advised of the updates and
modifications to the RCC infrastructure;
a. a planned two hour shutdown of CAD last Thursday resulted in nearly 10
hours of pen/paper operations, the Team distinguished themselves by
surviving a long morning without, what has become the routine reliance
upon CAD data for dispatch, case entry and record management.
b. The implementation of Mobile Data Computers for digital dispatch was
rescheduled until next week, when the OSSI Trainer was unable to travel
to Florida at the last minute to a family illness. At present we will plan to
train 30 individuals from our partner city agencies to be MDC Trainers for
their agency. All the trainers will leave the session with a working MDC.
*ow We will deploy for a 10 -14 day trial period this equipment in Fire
apparatus (Edgewater) and Police vehicles (New Smyrna Beach) by the
middle of next week. After the trial period and our agreement that the
system is stable and secure, the remaining agency units will be issued their
units. This is a significant coordination effort with the IT staff, our Team,
FDLE, vendors and selected customers. We are deploying incrementally,
both the hardware and software, to maximize out ability to monitor field
responses, adjust infrastructure and assess the impact on RCC operations.
c. The conversion of all Port Orange, Edgewater and New Smyrna Beach
files in the FCIC system have successfully been converted to the ORI
assigned by the FBI through FDLE to the RCC.
7. (ACTION ITEM) OSSI and I have continued to discuss licensing needs for
purchased software as well as the adjustment of exact numbers needed for
the actual versus projected deployment of software products; these negotiations
have resulted in an action item for the Board today. I have identified additional
license requirements, based on need and negotiation which will provide our
customers with greater access to desired software items as well as resolve an
miscalculation in the contract. I urge the Board today, to approve the New
Business Item #4, which requires an expenditure of $10,500.00 to satisfy the
needed licensing requirements of Microsoft as well as Visio software.
Director's Report to the C.I.A. Governing Board, March 20, 2003 P3
8. (ACTION ITEM): In recent discussion with the County 9 -1 -1 Coordinator, Robin
Tapp I have been advised that my request to have a direct connect "ring down"
line (RCC / Ponce Inlet) added to the InterAct telephone equipment provided to
all PSAPS, would be approved but the County would not pay for the
interconnection. The County representative did not feel that these direct connect
lines were related to 9 -1 -1 services and thus outside the scope of items for which
County 9 -1 -1 funds can be used. Since the InterAct Telephone is already installed
with 9 -1 -1 lines, ring down lines and non- emergency lines at the PSAP, I was at
first surprised by the denial. I have since revised my expectations.
It was also made clear that since InterAct is a contractor to BellSouth and
BellSouth is the 911 Service Provider under contract to the County, no promise of
meeting the April 1st service delivery date for Ponce Inlet could be made.
I urge the Board to approve today, the installation costs of such lines, should they
actually be charged to the RCC, after continuing discussion. Further, if the
County cannot meet the April 1 service due date, I will have the lines added to
separate and distinct telephony equipment owned by the RCC within the Center to
avoid any delay in our service delivery to Ponce Inlet.
9. (ACTION ITEM): As in Item #8, I discussed with the County 9 -1 -1 Coordinator
our need to add a separate 3 line hunt group for a particular class of "non —
emergency" calls to the RCC; while I expected to fund the lines, I was again
surprised to learn that once again, these additional lines to enhance our service to
customers, using non emergency access, for sometimes emergency services,
would also not be connected to the InterAct telephone equipment unless the RCC
paid for it. The same potential delay in implementation was cited and earlier this
week, a request to learn of the install date, was responded to with simply, I'll
check. I urge the Board to approve today, the installation of these lines, should
they actually be charged to the RCC, after continuing discussion. Further, if the
County cannot meet the April 1s service due date, I will have the lines added to
separate and distinct telephony equipment owned by the RCC within the Center to
avoid any delay in our service delivery to this class of RCC customers.
10. I also participated this week in the final round of interviews for a new IT person
who would be shared between the RCC and the City of Port Orange; this is an
important and significant step in maintaining the infrastructure and operational
integrity of the system.
Noisy
Director's Report to the C.I.A. Governing Board, March 20, 2003 P3
11. (ACTION ITEM) Finally, I would ask the Governing Board of the
Communications Interlocal Agency to approve and authorize the recognition of
two individuals, whose dedication, service and professional demeanor has made
the RCC work. While invisible to most, the elaborate, complicated and
sophisticated technology which allows us to provide service every day is
essentially the product of these two persons. (named recipients & awards )
`wrrr
QORT 0 The City of Port Orange
FINAN E DEPARTMENT
m C T
186
F1 oR10 P
Memorandum
To: Board of Directors — Consol ed Dispatch
From: John A. Shelley, Finance ctor
Subject: Finance Report for Conso ► ated Dispatch- Period ending February 2003
Date: March 19, 2003
For the fifth -month period ending February 28, 2003, total billing and collections from the
various cities amount to $612,861. Operating expenditures for the same time period
amount to $512,520 with an additional $153,674 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 February
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
low
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 ITEM
SA
o wn FL
4'�� ..._ 'QTY
v �
co mMt1NICATI"
CENTER
Meeting Date: 03/20/03
Subject:
Amendment of the Interlocal Agreement.
Recommended Motion:
Recommend that the Interlocal Agreement be amended to reflect the new RCC Purchasing
Policy with the increase in purchasing power for the Director.
Summary:
RCC has published a Purchasing Policy, which mimics the administrating agency's practices,
and policies. The Governing Board has approved the Purchasing Policy, which includes the
increase in purchasing power for the Director. The original Interlocal Agreement restricted the
Director to purchases of no more than $5000 without the Governing Board's approval. To be
consistent with the new Purchasing Policy, we are requesting that the Director be allowed
purchases not to exceed $7500 without Board approval.
Attachments: ( ) Contracts /Supporting Documents
( ) Resolution
( ) Budget Resolution
( ) Other
Board Action: (4pproved as Recommended ( ) Disapproved ( ) Tabled Indefinitely
( ) Continued ( ) Approved with Modification
Noy
COMMUNICATIONS INTERLOCAL AGENCY
GOVERNING BOARD AGENDA ITEM
�,,, gEGIONq�
, L1C SATtT
coi
irr mica
CENTER
Meeting Date: 03/20/03
Subject:
Annual Contracts — Piggyback State and County Bid Purchases
Recommended Motion:
Approve the use of State and County bids in order to purchase items that will exceed $7500.00
within the year, allowing us to purchase these items at a lower cost.
Summary:
There may be times when RCC will need to purchase items that exceed $7500.00 in value and
they must be brought before the Board for approval. Attached is a list of items, by contract
number, description and expiration that we might use. When purchasing these items by using
State and County bid contracts, we have the advantage of volume purchasing and this results in
lower costs.
Attachments: ( ) Contracts /Supporting Documents
( ) Resolution
( ) Budget Resolution
(X) Other
Board Action: (J"Approved as Recommended ( ) Disapproved ( ) Tabled Indefinitely
( ) Continued ( ) Approved with Modification
State Contract # Contract Description Expiration Date
991 - 145 -96 -P Computer Aided Drafting & Design Open
(CADD)
�.. 250- 000 -03 -1 IT Hardware 7/31/2005
974 - 179 -03 -1 Consultant Services — IT 09/02/2003
Hewlett Packard
250 - 450 -01 -1 Laser & Inkjet Printer Cartridges 11/14/2002
618 - 001 -00 -1 Office Products & Desk Top 06/30/2003
Consumables
645- 260 -01 -1 Stock Computer Forms 10/14/2003
645- 120 -01 -1 Paper Office 03/28/2003
255- 01 -01 -1 Principal Technology: Microsoft 01/13/2004
License, Maintenance & Services
255- 27 -26 -1 Software Development & Services 01/31/2004
Nay
COMMUNICATIONS INTERLOCAL AGENCY
GOVERNING BOARD AGENDA ITEM
P ,EGION $L
vo w SAFF
co mb tUNICATI
CEN'TE'R
Meeting Date 03/20/03
Subject:
Renewal of contract with Robert Weiss who was hired as a professional consultant to RCC.
Recommended Motion:
**6 Recommend that we renew the contract for one (1) year with Robert Weiss.
Summary:
Robert Weiss was hired April 19, 2002, to perform the services of consultant. Mr. Weiss
provides assistance to the RCC regarding the 800 Mhz system, infrastructure redundancy and
reliability as well as Communication Center integrity. Mr. Weiss recommends actions and
provides the Director with assistance to all applicable communication software and hardware.
Robert Weiss is strictly an independent contractor and will not for any purpose be considered an
employee of RCC.
Attachments: (x) Contracts /Supporting Documents
( ) Resolution
( ) Budget Resolution
( ) Other
Board Action: (✓Approved as Recommended ( ) Disapproved ( ) Tabled Indefinitely
'tow ( ) Continued ( ) Approved with Modification