02-13-2003 +r.. Communication Interlocal Agency — Governing Board
February 13, 2003 — Monthly Meeting Minutes
The February meeting was held pursuant to public notice at the Port Orange Council Chambers,
Port Orange City Hall, City Council Chambers, Port Orange, Florida on February 13, 2003.
Chairman Donald Schmidt called the meeting to order at 9:00 a.m. A roll call was held, with
Mayors Schmidt, Vandergrifft and Hukill present. Also in attendance was Board Council
Margaret Roberts in addition to City Manager Frank Roberts, City Manager Ken Hooper and
City Manager Kenneth Parker. Fire Chief Tracey Barlow was present in addition to Fire Chief
Chris Phelps from the Town of Ponce Inlet and a representative from the Daytona Beach News
Journal.
The Chairman called for all to rise for the pledge of allegiance.
The minutes of the January meeting were reviewed and accepted by Mayor Vandergrifft and
seconded by Mayor Hukill for unanimous approval.
There were no Public Comments or comments by the Governing Board Members, City
Managers or Agency Chiefs.
v..
The Financial Budget was presented as prepared by Port Orange Finance Director, John
Shelley, with favorable results. Director Cade stated he was working on a supplemental report.
A motion was made to accept the Finance and Budget report. Accepted by Mayor Hukill, .
seconded by Mayor Vandergrifft with a unanimous vote of acceptance.
Under the heading of the Director's report it was noted that the Center is still averaging over
2000 9 -1 -1 calls per month, for a total of over 13,500 events for the month of January. Fire
events are also increasing. Wireless call count is slowly increasing, with a summary of the
wireless count being reported to the County monthly, per their request.
Under unfinished business the Board was presented with the Center's Personnel Policy. Board
Council requested that we add language to include pre - employment drug testing which had
been originally excised as suggested by Legal Counsel. Director Cade requested approval of
the document with the understanding that the language reflecting the pre - employment drug
testing clause be reinserted. Mayor Vandergrifft requested clarification on the section of
Military Duty due to current events of the day. The Director stated that it would be done on a
case -by -case basis. City Manager Roberts stated that the law requires you keep an employee
in active pay status for thirty (30) days with a rehire clause after service is complete. Motion
was made to accept Policies pending inclusion of drug testing clause. Mayor Vandergrifft
approved the motion, seconded by Mayor Hukill with unanimous approval.
Communication Interlocal Agency — Governing Board
` February 13, 2003 — Monthly Meeting Minutes
Also under unfinished business was the issue of the Records Retention schedule. The Director
recommended a 90 day retention period and assured the Board that there would always be
more data retained due to the fact that the Center's DVDs that are currently used, are two (2)
sided. The question was asked what to do with the data Port Orange and New Smyrna Beach
had sent to the Center and it was agreed that they will be sent back to their respective cities.
The retention schedule will start with the Center's DVD's effective 10/1/02 for 90 days. Mayor
Vandergrifft accepted the motion with a second from Mayor Hukill. The motion was approved
with a unanimous decision.
Director Cade presented the prototype Pension Plan for the Center employees. Board Council
Margaret Roberts replied that the plan is a typical standard format. Mayor Schmidt wanted time
to review the document and moved that the plan acceptance be moved to the next scheduled
Governing Board meeting.
The Director wished to return to his report to mention the issue of tape requests. With an
average of 45 recordings requested per month, this requires approximately a week's worth of
employee time. Records Management training is currently in it's second week. I.S. personnel
will stand by in Port Orange & Edgewater to assist with any problems on the go live date. New
Smyrna Beach is already familiar with the software. Mobile training is scheduled in March with
OSSI. Director Cade offered that he has made some adjustments in staffing to accommodate
Atair high traffic expected for Speed Weeks and Bike Week. The Director is working on an
emergency contingency plan, which he will present in the future.
Fire Chief Chris Phelps from the Town of Ponce Inlet and Director Cade have finished their
discussions with respect to including Ponce Inlet Fire & Rescue services at the Center. The
Town's Attorney and Board Counsel have been reviewing the contract. The contract will be
brought to Ponce Inlet's Town Council for approval on February 19, 2003. Ponce Inlet hopes to
be officially on line April 1, 2003. Contracts from both Counsels were copied and distributed to
the Board members. Fire Chief Chris Phelps addressed the Governing Board stating the Town
has agreed to sign the contract for 18 months per the Town's purchasing procedures.
Discussion followed about the volume of Ponce Inlet's 911 calls, equipment purchasing and
maintenance.
Director Cade offered the Board the Center's Purchasing Policy, which was created with the
assistance of City Manager Parker and the Finance Director, John Shelley, explaining that much
was gleaned from the administrating agencies policies with some revisions to suit the Center's
needs. The Director stated that the Interlocal Agency Agreement would need to be revised to
reflect the Director's purchasing power of $7500 compared to the Interlocal Agency Agreement
rate of $5,000. Board Counsel said we would bring the Interlocal Agency Agreement to the
Governing Board for formal approval on the increase of purchasing power. Mayor Vandergrifft
approved the motion to accept the Purchasing Policy with a second from Mayor Hukill and a
unanimous vote. The Interlocal Agreement will be brought to the March meeting.
Communication Interlocal Agency — Governing Board
``'' February 13, 2003 — Monthly Meeting Minutes
Discussion with the Board followed regarding determination of the FY 2004 budget based on
real past experience. City Manager Parker stated that the 2004 budget would be based on
2002 data.
City Manager Parker stated that the Agenda should be amended to include discussion about the
Town of Ponce Inlet's contract. Board Counsel noted that the agenda did state "Assessing the
impact of Agency customers" could be considered as such, but an amendment should be made.
Mayor Hukill made a motion to change the agenda, seconded by Mayor Vandergrifft with a
unanimous vote to amend the February 13, 2003 agenda.
A special meeting of the Governing Board has been scheduled for the approval of the Town of
Ponce Inlet's contract on February 24, 2003 at 4:30 p.m in the Port Orange EOC prior to the
visit of VCOG.
The next meeting of the Communications Interlocal Agency Governing Board has been
scheduled for March 20, 2003 at 9:00 a.m. and will be held in the City of Port Orange Council
Chambers.
The meeting was adjourned at 10:10 a.m.
Now
Approved by the Board, March 20, 2003
By
Chairman Donald Schmidt
Now
°RT ° � The City of Port Orange
" FINANCE DEPARTMENT
° \rre 1867
F ioR1oP
Memorandum
To: Board of Directors — C solidated Dispatch
From: John A. Shelley, Fina Director
Subject: Finance Report for C solidated Dispatch- Period ending January 2003
Date: February 12, 2003
For the four -month period ending January 31, 2003, total billing and collections from the
various cities amount to $483,650.92. Operating expenditures for the same time period
amount to $406,550 with an additional $160,809 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 January
2003 and cumulative amounts since October 1, 2002. Please note, collections exceed
expenditures because of advance funding of capital needs.
New 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
I
"' .eU' n •0 O N m O Ood NO.4 N M 00 N 000 n m mo
"' 40 C) C) N N N U) a C'1 0' 1 MO
. m ,4
U C) m 0 d w 0. •0 0 000 NON N N - 0 0000 in On
0 C) N m m 430.0 0.00• .+ t' <0 0 0000 n On
� m
a Q EW • U) O a 0• m C)OC) N0-.0 N • Ui .U6 . 6 d6664d m 06
' OZ m ••
m 0 0 C) 0�00� 0•-..+ N •0 N MMIT -4 •(((''''''��� - Oct
0 d 0 et 000 mom 00 n 0 00 m mC)Um + �+M
W Zd N -+ 0• d O (') mC7r+ no-n .-I N C)N •O ON U) C7
Z 1.4-1 ¢ N C) n n N C) -+N 4 N N CJ
DM .I
M I
R JI- C) O N N m O USIno° 000 d •0 OOC CJ 0001 0.0
0 <0 C) 0 C) d •0 C) C0-0 000 d •0 0• C CJ 00 0 on
0 Z O '0 U ~ 0. , C) O' W O` C) •0.0
" ZO -0 U C - ('') o 000 ( -+ 0 0 1 C') .1 N n,-. m U)
0* 40 m n U -0 40 NN N
<03 `
,
M 0 0 0 0 0 0 NON 000 0 0 00.0 0000 U) 0-+
E 0 0 0 0 0 0 ANON 000 0 0 0000 00000 N 01.0
D C .CO . N . d o -, n
O
Z n n m U) o O a'd
W C) M '" I N n
C7 M d
-4 .-- 1 C)
j .
*
*
*
I
*a N w .0 am .a N N 1n.0 't 0 00..0 N O 00
O - . 0 0 0 M 04
# W N .+ .r N .-, d .4
W d
1--
O m 0 -0 0 N . r , < (n-
MOM mom m ' w -i0 0' 01000 0 ON
I J 0.00.0 000 m •0 40 0 00009 0 0
OQ n O N N m- 00 n 01-01 d -+
O 6 n 8�� `
1-0 Ia 0' U) C) U) 0• .'. d 0mm U 0 ON n in o N -a
} N N N N -• N N () N
OWO *
aCOO * j
1 WO,N #1•- O �t O N �t O w d'0.O(h Opt- N 4 N 00 0 a 0.000 0 ON
CC ' *0 4 n •
O •+ d U N O Q 0. .0.0 C') 0 0 N d 't40001* 0 On
-+ *0 Co d U) •O N 1') .,d0U) 0.0 0 .0 O 4 .0 U)n(')0'u .-+ N-+
H1 C) *0 N N m N N -- 03.-.0- N •0 m n r') .. 1 m ... � ... M
OIQ -+ # mm Cu N -4
n 1 j
ml w
iL O # 0_ 1 l
J0 #X 11 n N 0-IN d N (24)01- on-o N 0 O 0000 00000 O �Od
- # W' (NI d N ('') -. N m 0' 0. 0 -• d O O d
01 O # J .4i 0 0 -• d n m dod wOm m n OO N 60000 0 ON
N #� n 0 N •0 0• U 6n0n 00 U ) C Q •0 o0 .4- 00000 0 on
r) #HI 6 . .
O C ) -+ U) th ON O N-+C] -+ N
1-0 ( CO N 0' 0• -+ m m ) .-. u) �nmC) d 1 N. 0 1
••
>z< Q I P m n U CJ U ~ N n
Om I .+
�m
1-0
aU
Q #WI
*0 •0 u) m -. n J
*0 0 N N .0 Y) N C)1 0 .0 O r � m 00 -a 0}0-nm4 N 0.0
#0 I •0 - •0 .0 0 C) N N O U) .0.+ O O I { N .•.-4 N rt N n
# m 1 U) d . m U ) .0 •+ N N .
- N 0
# j 1
#
1
I g 1
I Z 3 I m a (n
O N W W W
f!l m Z3
W
U 1- Z w w W U
N 0 Z 0 0 V W U •./ P.< CC-CC-.TO (C
a 0 (A m . .. I V ... > w W w cr m w o
c H >'..-. u) 1
N al-4-4, Ha •' H LU <C w > w �Z w m m U(3 m G ~ I J � M
-•I WZI-
0 111 F}CA z z z U) (n WZW to 0C NZ J.-. 1- 1-1.: 0
0 2
0 a W d .4*
-44-4 00�+ I )•W . E WWII W.. -. Z P-40 0 0t Za,THZZ H
-+I UCC I wzo a U a a JO 'J 0<0 0 >0 WV as � •+HZ� '- M W (i
000 I HW X 0 E a -+Q m .+ MI JZ EN <iE• -•Q4 000
aZSS (00
E
�' W Haut W W w 1- U) 0 Z541.1. Z MI-M11- WJ < 1 JOZ E0 <EZ ; CCZW
OI 0 1- 0 NO W J X Z Z 0 0c 000 W W I Q (Aa .?;Z W<U W WHE Qr+
o Z 0 1 1.,..m 1.,..m .m E Md Q (1) 0..L (I) a W .
a r }.r WL. ZUW U Z p �J•-+WZ 1 Z U•-•W
N I a UZ •+ MU 1- W T CC N I (3 !J }J Z HCC J Q0:(rJa CCQ'J -.c 4-4 IHH
'-JCC J rW H W WJ(C - W lWOW 0 .,H a CCWW ••CCEVO•+ H a10
'ONO O J Q a to Q •• J Y I�QW L. ! >J> E JU F-,(![T, 7EY 0 QW H Q Z >E
Noir 0, � U) m3J W > 0 1- < a 00100 I Qa< E •-.W ZW WECC.(f) O. •-•
Z DQQ > T .+
W W 0 aWHOa (CEO: 0 HJ WJ IZOOILZ WWWWOW (r 1-+00
NEa 0 aJO3 0 a L.. m 1 3 aJ0aa � HWH LD. .
0 OW O=.035 m0>>ma a Q <0
000 Ulm
•0
o .. (`)m0 O -+ O Q O 0 1 0 . �# 0�# 0 ti 040t* O�� Oil 0 'N
q.. NO(A * 0 00
M<0 -OW CJ d 00 -. N ('3 d -•-+ -410 0 -• MM d< 0N 1 Ito
-ax O -i-. N N N N (')C) C7 I d d d 4:r< d dd . - 141- dI d d 1 '0 N 0-
d
yoi
Wbt- Z m O-+
0_11.0 L mU) UU )
1 i
NO X0 I NP •0 W0t000 .f101n 0 POOL' 0 -4 .4 .. .4
*4 0 1 N P a Cr. •0 a o r) (h N
N a
la I
O ON W 40 0.4 .00 0 WOO 0 1 -
ION WO N•4 .00 a WO0 •4 •4 O r) M MM
4Q 0) 1
MID EW 66 NO 0110 .'Nto 6 040-:6 0• .; '+ •' •.
I �-• 0U U 0' '40 •O.0 N•0 V' •O PPN N n n n n
0= UZ N.4 - ,0 -ON I - 40 W .-4 N■ctt In 10 to IA In
I Z CU J .4N .+ In .+ to N •0NC)C In N N N N r
I r, )co 1 .4.( j . N- 1 N N N N C
.4 ..
;M ..a .4 .4
I F-
' iZ _II- 0.0 00 I
0.4 .nn J. O 0.4-Pm P .. .-+ .4 .-1 .
) i0 Do i -OP nn sr,' I'. N - NPN 11) (- N C) C)
(
10 U ZO 0 4-4 . .N4 1n P 0-
.4 .4 .•4 .4
' a 0.4 00 00 .00 0 000 O W m MM
E 0.4 00 00 1 00 0 000Q 0 0 0 0 0 _
O
0 OW O .� P P P P
W•0
n o 0 0 0
W �� '" 0 q W m m m
-.O ° 0 .
' .-I .. 94 .4
0 0
# w
I #
*V. 40 N • .oa • 0.0 0 400 0 -4 .4 .4 .4
w N P N Cr. x.4.4 .4 1n r n N N N
#: C) N .4
Ill
_�.
F-
Q ON 1'0 100- .00 0 NOON 0 -4 .4 .. .4 .4
O 0.4 •40 NW .00 a • 0 •0 •0 •0 •0 4
I J
I o¢ 07 N 410 • O C) P 0' O O 0 O 0
I-D ON W C1. •0 40 10 If} N N 10 In I1) inninnn
< O 0 , 0 .. m N a O O O -0 -0
w (
-
I-1 >- a a a
Cr!0 r) *
•
0;wo *
a(n 0 #
W *1- 0) W NO N.4" ON r{I O 'r'0C¢ m a at a a
M O C9 a a N U
I - I J *0 'yo- 4 ) •0U NN ( (3 0 . 4) 0 0 0 0 0
WI�� *o CI ' i M A CC 9 1 I N r N N N
(<- • *t21 I I in in in to 0
0I> O #
'40 Irn a o *a i I I
.J0 #x IOC') •0 00 0.0 On 0 0 0000 O u) n 10 11)
¢ N *w a n 0 .�1 a N •0 a -4 0)0) W m
('1 # # I
0 O #J ION •0 .0000.0 00 0 0 In N NOOC 0 40 •0 .0 40
N *1 101n C- 1•00N4 0 9 a NOON 0 0 0 0 0 0
(940- N N ..... M O M 1fi . u) (1)
>1-0 C 0 N� •0 •0 Cr. Cr 0 0 0 0 0 trf
`4 W N .-. N N N min N 11) 0
Ox
(1(1 (7 r) r
■ l
m j .4 .4 .4 .-1 .I
1-0 1
w #1-
0 # W
*0 In 10 WP Win WO Oo 0 NPN 10 0 O :4), 0
*0
WP ON 1nP • P u7 MI 0 -4 .4 .+
# 0 ('1 P 0.4 .. p� C'1, M N N N N r
# tl -0 .-. C"J -4 P O 0 P Cr P Cr-
1 . uu??
4 r *4 in N
# ti M .4 .4 .4
I N N
1 W IW
Mtn M
4 4
J¢
J CA
oN
Cr- I I aW a Z Oa to 4
a s a o OW a Z I-•
N a o W � o In i a e U D .4 V Q .
N (.0.'....4 I-{
' WZ) I I a W Z . Z Z ZQ ZW z Q I- #M
Oo0 Z3 ({1 of WO aW Q0 W L(yy a Z *0
O
>-WLOOw . MM UM M UM II- EZI-E W W >- * #
- um wELUaw 4 1-o MI- WCAw Z 1- aoz a E w * # d
000 I -114040 a >a 0))1) ..w. 1- MM
WQw WOCLICr ¢ J mm EDE I O:W DI-E) °0 0 L. * *F
M w I•- W a1z- < WW 1 WW W)W 03 Wm 0¢a0 ZZ m < * #a
0; 0 Q 0 (fOIi I a(n(A(na 4 E 0 IU) 10MW ow t0 W 4 *0
0, Z Q wyWU I OWE 0 a Z 1-Q M0 ZO I W * #.-1
NI Q .4 U Z F- M . o ZZ O. Z Z U W ..1
�n0 0 1 J111WDW 0 ooOQM ;x M . 0 0 0 pill 4 W M
W .1} I- W (J� (Y4
Y W J W I E ]: WI- J Q . 03
4 <
041) 0) I1 M3IEI W 103-01 WOW .-+ ax 0Ea0 IZ 3 0) I-J I-Z
-, co- Z 1 J¢1 -0I- 1 I -¢z0I- O0 D E.-. <004 1-0 < D100 0 00
C�JE0 0 1 aJ000 p 0Q0a0 000 0) -'0. EU <E oU J a I-a * F-Q
*Iiiv/ 000 u roI ,
n. 1)01 4# 0 OOCUen# 0•.# P in 0-0# O # * 0
0
' - NOW '.-4* c0 0.4 -4.4# 00* C9 P 00 .4 1 # * 0 N
a1¢O •0W Q' P • N N v CJ MM I 4r a PP # # M .
a m > C) W 't v 0 1n i 'n -0 •0.0 .0 •0 (›Cr- * *
LUpI Z m O. I 1 I.4 0> Z
Cr10 -' D.
ID I NN 1 N CU N C ] n
III .0 1.0)0) I nu) 1
- 1 _._ 1 1 1 . - 1 -- m --