11-07-2002 Communications Interlocal Agency — Governing Board
,r.. November 7 — Monthly Meeting Minutes
The November Meeting was held pursuant to public notice at the Port Orange City Council
Chambers, City Center Parkway, Port Orange, Florida on 11- 07 -02.
Chairman Donald Schmidt called the meeting to order at 9:05 AM. A roll call was held, with
Mayors Schmidt, Vandergrifft and Board Counsel Margaret Roberts in attendance. In addition,
City Managers Roberts, Hooper and Parker attended, as did Fire Chief Tracey Barlow. Mayor
Hukill arrived after the roll call.
The Chairman called for all to rise for the pledge of allegiance.
Mayor Vandergrifft moved with a second by Mayor Schmidt to accept the minutes of the October
meeting as presented. A vote of 2 -0 was recorded.
There were no Public Comments or comments by Governing Board Members, City Managers or
Agency Chiefs.
Director Cade reported on the Project, citing the 9 -1 -1 call volume (2069) as well as non -
emergency calls handled by the Center Team. In the first 31 days, 13,572 events were created
from both self- initiated and calls for service sources.
Director Cade also reported on the Law RMS database class that is on going. He also advised
the Board that at the next meeting, there should be some type of fee schedule for the services
such as making tapes, event record copies, etc. There was also discussion of whether a
request for a tape, etc. should be subject of a subpoena, under Florida law. Board Counsel
Roberts will check further on the statutory requirement, preferring that if litigation is pending a
subpoena is reasonable. There was also discussion of the staff time needed to make tapes for
the State's Attorney; citing the hours of time already dedicated to this task.
Director Cade also mentioned the sickness rate for October and plans to try to create some
incentive programs for good attendance.
Chairman Schmidt asked about the organizational chart revision. Director Cade replied that he
had the benefit of input from the Executive Committee and had made a proposed change that
will be presented to the Board.
In regard to the Personnel Policy, Director Cade deferred to Board Counsel. The Board was
advised that comments were likely to be completed after the first of the year.
November 7 2002 — Monthly Meeting Minutes — page 2
low
The Public Participation Policy was returned for discussion and the Board again reviewed the
content with further information provided by Board Counsel. Mayor Hukill arrived and joined the
Board. Mayor Hukill moved with second by Mayor Vandergrifft and a positive vote of 3 -0.
Director Cade will work with the City Clerk to prepare the proper forms.
Chairman Schmidt asked whether a December meeting was truly needed. Based upon the
anticipated return of the Personnel Policy and Organizational Chart after the first of the year.
Further, regarding the fee schedule, the Director could adopt such a plan and report to the
Board at the January Meeting. Director Cade will continue to work with the Executive
Committee to prepare a plan for implementation by 1 -1 -03. A motion was made by Mayor
Vandergrifft with a second by Mayor Hukill to have the Director prepare such a plan for
implementation. A vote of 3 -0 passed the motion.
The January meeting will be at the Center on January 9 9:00 am, most likely at the EOC. City
Manager Parker left to make the reservation for the room.
Mayor Vandergrifft mentioned a meeting at Bert Fish Hospital was having an "emergency test"
from 1:00 pm to 3:00 pm at the hospital. Director Cade advised he would be pleased to
represent the Board regarding what we can do to assist in such matters. Director Cade also
mentioned his trip to Washington, DC ref: Homeland Security and the continuing problems of
interagency communications. He also reported that the County 9 -1 -1 offices have renamed the
RCC to Southeast Regional Communication Center. He also cited that he felt he should get out
of the office to meet with other agencies.
Mayor Vandergrifft also asked about other cities having interest in joining the RCC.
Under summary comments by Governing Board members, Mayor Hukill asked about the status
of administrative support for the Director. Director Cade advised the Board that hopefully by
12/2/02 the Administrative Services Manager position should be staffed.
Director Cade did mention that there were many good people at the Center and that some were
struggling with the changes, a new CAD system, a new radio configuration, etc.
The meeting was adjourned at 9:35 am.
Approved Board, 1 -9 -03, as amended.
By
Chairman Donald Schmidt
DOE PORT O Z The City of Port Orange
FINANCE DEPARTMENT
1867
F 'ORIO
Memorandum
To: Board of Directors — Con o 'I ated Dispatch
From: John A. Shelley, Financ4i' ector
Subject: Finance Report for Conf Iidated Dispatch- Period ending September 30, 2002
Date: November 7, 2002
For the period ending September 30, 2002, total billing and collections from the various
cities amount to $1,782,239. Expenditures for the same time period amount to $1,507,741,
with an additional $190,532 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
September 30, 2002 and cumulative amounts since inception.
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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