09-12-2002 vow Communications Interlocal Agency
Minutes of the Governing Board Meeting, 09/12/02
The September monthly meeting of the CIA Governing Board was held at the City
Council Chambers, Port Orange City Hall, and convened at 9:01 am.
The Meeting was called to order by the Chairman, Mayor Donald Schmidt of Edgewater.
Roll Call was taken: in addition to the Chair, Mayors Vandergrifft and Hukill were
present as was Board Counsel Margaret Roberts and Director William A. Cade Jr.
New Smyrna Beach City Manager Frank Roberts as well as Port Orange City Manager,
Ken Parker were also in attendance,
Mayor Schmidt asked that all stand for the Pledge of allegiance.
The minutes of the August 8th , 2002 CIA Board meeting were reviewed and accepted as
amended, for clarification of comments made by Mayor Hukill, regarding the sentence in
the minutes, citing the Boards' plans to be in compliance with applicable sections of
Chapter 119 of the Florida Statutes. Motion to Accept Mayor Vandergrifft, seconded by
Mayor Schmidt and passing by a vote of 3 -0.
The Chair opened the floor to Public Comment — seeing none, the Chair sought comment
Now from the City Managers, Agency Chiefs and then the Board Members, individually.
There were no comments during this time. Under correspondence, Director Cade cited a
letter that had been copied to the Board Members from Attny. Coviello regarding the
Board action of August 8` The correspondence will be made part of the Board record.
Director Cade reported on the activity toward completion of the project. He advised that
none of the standing committees had met yet but under their heading, he would
summarize activity in those areas. Director Cade noted that the end of the fiscal year was
fast approaching and advised that unless there was objection, the Finance department
would be asked to carry over the unexpended balances in several lines related to the
Project until next year, by means of a memo requesting same. He also advised of the
Finance Report prepared for the Board by John Shelly, Director of Finance, stating that
the accounts were again in favorable balance. The Director did report to the Board that as
we enter the next fiscal year, the budget situation looks good.
Under Personnel Policy, the Director reported that the final number crunching of
personnel benefits has been completed with a great deal of excellent assistance from the
Human Resource folks of each partner city. Further, that the Operations Manual would be
ready for distribution to staff by the end of the following week.
Now
II taw
Page 3 CIA Governing Board Meeting Minutes, 09 -12 -02
Upon questioning, Director Cade added that he has been unsuccessful in getting these
maps, normally prepared by the wireless carriers, from the County. There was some
discussion among and between the Board Members and Counsel regarding the
availability of these maps under the "public record" law. Director Cade went on to
explain the reconfigure the 9 -1 -1 trunks, to avoid the problem created by multiple calls
regarding the same accident from wireless callers. The Board advised the Director to
work with Board Counsel to prepare a formal request for the maps under the public
records law.
Mayor Schmidt explained his concern about letting these calls suddenly be directed to the
new Center without our agreement and readiness. Director Cade shared the concerns of
the Chairman and again expressed the concern about being able to provide good service
to callers who are reasonably expected to be in our service area. Wireless calls take
longer to process and that impacts Team Member activity and promptness of dispatch.
The Director summarized his report by stating that the Board was within days of actually
being tested for our readiness and resolve, as of right now, there are no showstoppers in
sight right now. The Director cited the great Team effort of the cities to bring the Project
together on time and at or below budget — citing the right of the Board to be both pleased
and proud of what their Cities have done.
Now
The Regional Public Safety Communication Center Team that has been assembled
appears to be of one mind, to make this happen as planned — even though we anticipate
some remaining challenges.
Board Counsel Margaret Roberts reported that the Public Participation Policy document
was still under review and would be made available for discussion at the next Board
meeting. The next Board meeting was scheduled for Thursday, 10- 10 -02, 0900 at the City
of Port Orange City Council Chambers. Director Cade asked the Board to consider
having the November Board meeting in the EOC Room so the Board could visit the
Center when live.
The scheduled date would be 11/14/02, which presented a conflict for some due to an out
of town meeting; the Board adjusted the schedule of the Board Meeting at the EOC for
the 7 of November 2002.
Chairman Schmidt adjourned the monthly meeting as 9:41am.
I4 proved Py the Boardd,10- 17 -02, as amended
CXr �`'
r,�T�l � ' >_, nor Chairman Donald Schmidt
•
` yORT O The City of Port Orange
� . FINANCE DEPARTMENT
V � m
1867
F ioRt0 P
Memorandum
To: Board of Directors — Console. -d Dispatch
From: John A. Shelley, Finance ►, ' = tor
Subject: Finance Report for Cons(' , ,ated Dispatch- Period ending August 31, 2002
Date: September 12, 2002
For the period ending August 31, 2002, total billing and collections from the various cities
amount to $1,759,869. Expenditures for the same time period amount to $1,460,497.
These actual receipt disbursements compare favorably to expected budgetary activities.
Please see the attached detail of the revenues and expenditures for the month of August
31, 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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