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08-08-2002 Communications Interlocal Agency Minutes of Governing Board Meeting August 8, 2002 The Meeting was called to Order, at 8:30 AM by Governing Board Chairman, Mayor Donald Schmidt of Edgewater. Board Members, Mayor James Vandergrifft of New Smyrna Beach and Mayor Dorothy L. Hukill of Port Orange joined Mayor Schmidt to reach the quorum. Board Counsel, Margaret Roberts was present as well. Guest included New Smyrna Police Chief Ron Pagano, Edgewater Fire Chief Tracey Barlow, Edgewater City Manager Ken Hooper, New Smyrna Beach City Manager Frank Roberts, Center Team Members Cherri Herring, and Tracey Hills. Fire Commander Ken Burgman (POFD) also attended. The Roll Call was made and the Board Chairman then called for the Pledge of Allegiance. The draft minutes of 7 -11 -02 were approved upon a motion of Mayor Hukill, by a roll call vote of 3 -0; Mayor Schmidt had no Board business to discuss, Mayor Vandergrifft asked about getting the background information along with the agenda. An email problem was discussed and resolved. Mayor Hukill had no business to present. The Director made a report including that OSSI was presently conducting the 90% audit, while the audit was not yet done, nothing had been found the first day to prevent our remaining on schedule. Director Cade congratulated the CAD Building Group for their outstanding effort to get the data entered properly and promptly. Director presented the training schedule for the month of September, including APCO certification, CAD Operator Training, both day and night classes. The last week has been reserved for the paperwork processes necessary to maintain a seamless transition, from current to new payroll systems. The Center will also support the current certification process of law enforcement agencies, which we serve. The Center will made more secure, no weapons will be allowed, a locker room is being arranged as is parking etc. The schedule has been prepared with the help of staff, local knowledge is important, as is historical reference during the beginning of each shift. The FDLE User Agreements are in the works. CAD maps should be Ok, after Charles Herbold made a late correction that appeared to solve the issue. Mayor Hukill asked about the level of transition from the participating cities, Director Cade reported that all but a few, who were about to take another position, have expressed a desire to join the Center Team. Minutes of 8 -08 -02 — Governing Board, Communication Interlocal Agency Pg 2 Mayor Hukill also asked about what progress was being made obtaining some administrative service assistance. Director Cade reported that he had discussed this issue with the City Managers and did have some concern that assistance be available by September — to assure the smooth transition for personnel. He went on to express how senior staff would be assigned, building depth in specialty areas as well as training etc. Director Cade also mentioned the changes in Center furniture, pending acoustical paneling as well as mapping corrections. Mayor Hukill asked about limiting weapons and inquired about physical access, which is now quite free. Director Cade advised that access controls including cameras and intercoms at both doors leading to the corridor, we share with the EOC. The Mayor asked if a plan was being developed to alert others of a breach of security at the Center. Director Cade mentioned that he was working with Chief Monahan regarding the topic. In response to a question by Mayor Hukill, Director Cade advised that FEMA has released the topical areas of grant funds for Homeland Security. He intends to pursue this topic with the folks at the National APCO Conference in Nashville, starting tonight. Board Counsel advised that she had prepared some changes in the Public participation Nino Policy for the Board, and that action could be taken at the next meeting, as Board members may not have had time to review the document in its entirety. Counsel went on to explain that the question of having a designee attend in lieu of a Board Member, because of the movement toward implementation of the Center was so critical at this time, that the Board avoid creating a designee status at this time. If a Mayor is going to miss a regularly scheduled meeting, then a briefing of the City Manager on the issues, would allow that non - voting person to present to the Board the position of the Mayor. Maintaining status quo as on now, working through the City Managers, would be preferred. No comment from City Mangers or Agency Chiefs. New Business: Proposed Changes in Agenda Format — The Board reviewed a copy of the revised format based upon the comments from the previous Board meeting. Upon a motion of Mayor Hukill, second by Mayor Schmidt — a roll call vote of 3 -0 to adopt the revisions was had. Proposed Changes in Public Participation Policy — There was general discussion of the changes; Mayor Vandergrifft expressed his desire to hold off until the next meeting, to allow further review of the document.