10-17-2002 Communications Interlocal Agency
Now
Governing Board Meeting Minutes, 10 -17 -02
The regular monthly meeting of the Agency Governing Board was held on Thursday, 10 -17 -02
at the Port Orange City Council Chambers, commencing at 10:04 am.
Chairman Mayor Donald Schmidt at 10:15 am called the meeting to order.
Roll call was taken: attending in addition to the Chairman were Mayor James Vandergrifft,
Mayor Dorothy Hukill as well as Board Counsel Margaret Roberts and Director William A. Cade,
J r.
Chairman Schmidt asked that all rise for the Pledge of Allegiance.
Chairman Schmidt called for review and action on the minutes of the previous meeting. The
minutes were approved as amended, on page 2, a typo to change ach to each. Mayor Hukill
moved to accept as amended with a second by Mayor Vandergrifft and an affirmative vote of 3-
0.
Under Public Comment and Correspondence — seeing none, he inquired of the City Managers,
the individual Board Members, as well as Agency Chiefs. Absent any comment under this
section, the Chairman moved to Committee and Project Reports.
Now 1. Finance and Budget:
Director Cade provided the Board with the monthly budget report prepared by the Port
Orange Finance Director, John Shelley. The report was favorable.
2. No formal report from the other committees as of yet.
The Director's Report was provided with a brief written statement submitted to the Board
regarding the activity report of the first 14 days of the Center operation. The Director did thank
the Board and the many others who have worked to bring the Center on line.
The Director reported that the FIRE /EMS Report Management Training has been completed
and LAW /RMS training is scheduled for November 5 2002. The energy and effort of many has
contributed to a very real possibility that the Fire RMS package will be ready by the desired date
of 1/1/03. The commitment of our fire service agencies to train again in November to meet the
target date is noteworthy. The software purchased under the original contract has been
improved and expanded to provide even better information to fire scene managers, the network
will need to be enhanced to carry this data with proper speed.
The Director advised the Board that there would be a request to approve the Personnel Policy
as well as organizational chart. Chairman Schmidt asked if a motion could be made, however
there was discussion about the placement of the Executive Committee within the chart. Board
Counsel Roberts suggested that the chart could be adopted pending the revision of the
placement of the Executive Committee. Counsel also suggested that the FCIC and Fire /Rescue
Committee be modified.
Now
Communications Interlocal Agency, Governing Board Meeting Minutes, 10 -17 -02
City Manager Frank Roberts added that the Technical Committee was missing. Mr. Roberts
cited that the Chiefs were part of the Technical Committee and reported to the Executive
Committee. The Chairman asked the Director to rework the chart and bring it back to the Board
at its next meeting.
The Personnel Policy was also discussed and while it was based on the current City of Port
Orange Civil Service Rules and Regulations, the Board and City Managers expressed a desire
to have the document further reviewed. Board Counsel Roberts suggested the Board accept
the document as a "tentative guide ". Mayor Vandergrifft moved to adopt as "tentative ", second
Mayor Hukill and approved by a vote of 3 -0.
Chairman Schmidt asked about the status of the wireless calls that were being planned for
delivery to the Center. Director Cade replied that based upon calls to date the Center is taking
some wireless calls, however the County has yet to produce the maps of the cell tower site and
BellSouth has not completed its work on the circuits.
Mayor Hukill asked for some clarification of the call counts and event counts. Discussion
followed.
The next Governing Board Meeting will be 11 -07 -02 at the City Council Chambers starting at
*le 9:00 am.
The meeting adjourned at 1050 am.
(The original plan to have the meeting at the Center was changed due to the LAW RMS class in
session.)
Approved by the Board, Novem er7 , 2002.
B l .� 7-4
Chairman Donald Schmidt
a °Rr The City of Port Orange
FINANCE DEPARTMENT
� ■•
%M
1867
t i R10
Memorandum
To: Board of Directors — Con idated Dispatch
From: John A. Shelley, Finan irector
Subject: Finance Report for Co olidated Dispatch- Period ending September 30, 2002
Date: October 9, 2002
During the past fiscal year operational start up cost were incurred and equipment arrived
and was placed in service. Beginning October 1, 2002, employees from the respective
participating Cities began work formally for this new entity. New payroll records have been
established for all except for some because of retirement benefit concerns. These few have
opted to work for Dispatch; however, remain employees of their respective Cities. Workers'
Compensation and other lines of insurance have been established.
For the period ending September 30, 2002, total billing and collections from the various
Cities amount to $1,782,238. Expenditures for the same time period amount to $1,507,741,
' with an additional $190,530 encumbered. These actual receipt and disbursements
compare favorably to expected budgetary activities.
Please see the attached detail of revenues and expenditures for the fiscal period ending
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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