Loading...
06-20-2002 *sr Communications Interlocal Agency Governing Board Regular Meeting June 20 2002 9:00 AM City Council Chambers, Port Orange MINUTES Call To Order: Edgewater Mayor Donald Schmidt, Board Chair called the meeting to order at 9:00 am as per public notice. Roll Call: Board Members present were Mayor Schmidt and Mayor Hukill. Mayor Vandergrift of New Smyrna Beach was unable to attend as reported by the Chairman. In addition, Board Counsel Margaret Roberts, Director William A. Cade Jr., Port Orange City Manager Ken Parker and Edgewater City Manager Ken Hooper were present. Further, Fire Chief Tracey Barlow of Edgewater, Capt. David Mims and Sgt. Brouilett of New Smyrna Beach Police, as well as Chief G. Monahan of Port Orange Police represented the primary agency customer group. Communications Supervisor Cheri Herring of New Smyrna Beach, Sr. Dispatcher Darlene Saltzman of Edgewater, Sr. Dispatcher Tracey Hills of Port Orange as well as Dispatcher Barlow of New Smyrna Beach were also present. A representative of the Daytona News Journal attended as well. Approval of the Minutes: Upon a motion of Mayor Hukill, citing one amendment (add the word MINUTES to the draft copy) and a second by Mayor Schmidt, the minutes were approved by a vote of 2 -0. Governing Board Business: There was no business presented by the Board Members. Routine and Recurring Business: Director Cade made a report regarding the pending actions being managed I order to meet the timelines and mission of the project. The map errors discovered in the OSSI transfer of data. Specific mention of the need to move forward on the budgeted infrastructure items due to a potential time issue of 70 days. Mayor Schmidt inquired about the most significant item, Director Cade replied that the need to make the decision making process easier would be most helpful. He also cited the need to move the employee package forward. Board Counsel Margaret Roberts cited a need to have the Chairman granted the authority to execute the formal documents of the Board, allowing that signature to represent the Board. A request for a motion in support of same was made, if no objection. Mayor Hukill made a motion to grant the Chairman such authority, second by mayor Schmidt with an affirmative vote of 2 -0. City Manager Ken Hooper of Edgewater reported to the Board that the City of Oak Hill has indicated that they would probably be going with the Sheriff for their dispatching due to finances. The City of Edgewater has been doing their dispatching for 2 -3 years for free but would be severing that relationship. There were no comments from the Primary Customer Agency Chiefs. Now Now Page 2 Communications Interlocal Agency Meeting Minutes Director Cade presented for explanation purposes, the need to adopt the resolution authorizing the FCIC Management Committee. The authority of the Committee as cited within the FCIC Manual. Discussion forward. Board Counsel Roberts urged the resolution be modified to cite that the CIA was authorized and adopted by the "cities" of Edgewater, New Smyrna Beach, and Port Orange. Upon Motion of Mayor Hukill with a second by Mayor Schmidt the resolution was passed as amended and numbered in sequence to other resolutions. Board Counsel Roberts advised that any formal committee authorized by the Board has to meet the requirements of the Sunshine Law. Discussion followed. The Proposed Fire / Rescue Leadership Committee was discussed, no formal Board action was deemed necessary regarding its creation and activity. There was discussion of policy and procedure for the CIA Board for meetings. Board Counsel suggested that the posting of the meetings be made in all the participating cities not just in Port Orange. Then being sent to media in usual fashion. Persons seeking to address the Board should give their name and address to help in follow -up by staff or the Board. Board Counsel further offered that when discussing a call event record, the record shall be maintained as confidential as required by law. Director Cade will make the changes and return the document to the Board. Mayor Schmidt asked about the minutes and the timelines. The approved minutes will be released within 24 hours and the draft of the current minutes be available within 48 hours, so the public has some reasonable expectation as to availability. Director Cade also cited the revised agenda format, which led to a discussion of the need to adopt a policy regarding `ors' public comment. Director Cade agreed to distribute the City of Port Orange Policy ref same with the minutes to the Board members. This will allow any Board agreed action at the July meeting. Board Counsel Roberts suggested that these procedural issues be brought back in a draft document for the discussion. Board Counsel reported that she will be out of town on 7 -11 -02 and asked that her assistant represent her at that meeting, no objections. Mayor Schmidt asked that the minutes also cite the date of the next meeting. Under Public Comment — Tracey Hills of Port Orange addressed the Board regarding the need to have the pay and benefit plan released. Director Cade responded by reporting to the Board that the pay and benefits package should be circulated, absent any objections etc. City Manager Ken Parker of Port Orange reported that the City Managers Committee did review the proposal and find it an adequate effort for the transition and it should be shared with the staff and a final proposal be returned to the Board at the July Meeting. Mayor Schmidt asked about the document to be discussed. Mr. Parker responded and urged the Board to release the proposal for review with the employees. Formal Personnel Policy documents are being prepared. The Board adjourned at 9:48 am. The Next Meeting is scheduled for 7- 11 -02, 9:00 am at the City of Port Orange Council Chambers. Approved b the Board jy 22, 20 as amended. Chairman Donald Schmidt Naar REVISED * SPECIAL CITY COUNCIL MEETING JOINT MEETING WITH PORT ORANGE EDGEWATER AND NEW SMYRNA BEACH 4:00 P.M. - PORT ORANGE REGIONAL LIBRARY • 1005 CITY CENTER CIRCLE PORT ORANGE. FLORIDA JUNE 27. 2002 AGENDA OPENING Pledge of Allegiance Invocation r`.• Roll CaII DISCUSSION /ACTION 4. Update on CIA 5. Explore other options, such as first response and others as presented by City Council ADJOURNMENT ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE BY THE CITY COUNCIL WILL NEED A RECORD OF THE PROCEEDINGS, AND FOR SUCH PROPOSE HE MAY NEED TO INSURE AT HIS OWN EXPENSE FOR THE TAKING AND PREPARATION OF A VERBATIM RECORD OF ALL TESTIMONY AND EVIDENCE OF THE PROCEEDINGS UPON WHICH THE APPEAL IS TO BE BASED. NOTE; ANY PERSON WITH A DISABILITY WHO WISHES TO ATTEND CITY COUNCIL OR ANY OTHER CITY BOARD OR COMMISSION MEETINGS SHOULD CONTACT THE DEPUTY CITY CLERK IN WRITING, Now OR MAY CALL 756 -5212 OR 756 -5214 (TDD) FOR INFORMATION. Nolo, Discussion of Points: 1. Greetings 2. I want to thanks all of you for having the vision and the courage to put improved customer service ahead of local politics, in times of personal crisis... 3. The organization and structure you have authorized is worthy of acclaim and hopefully we will be able to demonstrate, even to the doubtful, that the effort was worth it. 4. The City Mangers, Emergency Agency Chiefs and many others have been both professionally and personally helpful to me — during this initial period — I wish to publically thank them on behalf of all of our future customers. Status Report: Personnel pay and benefits package Personnel Policy = Rules and Regulations CAD Database building CAD Hardware and Software Building relationship with other providers Customer Service Guidelines — Protocols Radio System, telephones, FCIC Issues Position Descriptions, Weekly Call Review Process CAD Training scheduled for late August, potential of CAD cutover around Labor day Training for the Team — nationally certified, defined performance standards Finally, This is an exciting yet challenging time — I am committed to keep on course, and hope the necessary services stay in step — anything can happen — change the schedule — but I believe YOU who have made this rightful choice — will be able to join me in celebrating its success — at some future point -- Thanks Questions? *low Communications Interlocal Agency Regional Public Safety Communications Center June, 2002 TO: CIA Board and Executive Committee FR: William A. Cadet Jr. RE: Regional Public Safety Communication Centers = Better Customer Service The much heralded VCOG Report prepared by TriData Corporation has arrived, been reviewed and as expected supports a variety of conclusions. The authors sought to propose several alternatives to the current array of 12 Primary and 2 Secondary Answering and Dispatch Points. The Report, which has been cited in the media as a credible and thorough analysis, does acknowledge that Fire and EMS Dispatch could be significantly enhanced by a more centralized approach. In addition, Schema Systems, Inc. releases its report of ECCS, its recommendations include consideration of a Users Group as well as a substantially increased fee schedule to fund the reported needs. Well in advance of these expensive, third party consultant reports, the leadership of three communities had the vision, the courage and fiscal commitment to move forward on the consolidation of public safety communication services for the cities of Port Orange, New Smyrna Beach and Edgewater. This effort was based on a single goal: enhanced service to the public and the agencies to be dispatched by the new Center. Properly trained and certified Telecommunication Officers can and have saved lives by properly assessing patient condition, guiding callers through CPR, control of hemorrhage and even child birth through standardized, pre arrival instructions. These same trained staff can effectively assist callers reporting a fire with instructional information regarding safe exit, secure self help pending rescue while obtaining critical information about hazards on site and surrounding the premise. These public safety communication professional level skills are also available to callers seeking a law enforcement response. Ascertaining if callers are safe, if weapons are involved, if there are injuries at the scene as well as how many perpetrators there are, direction of travel and full descriptions all contribute to officer and victim safety, greater apprehension rates and safer communities. This information should be obtained while advising responding units serve equally as a sign of the professionally staffed and managed Communications Center. Nifty RE: Regional Public Safety Communication Centers = Better Customer Service Now Page 2 These Community Leaders recognized that the most commonly cited obstacle to consolidated or joint operations is the manner in which the Center will be controlled. The old tradition of having one's name and symbol attached to a successful public safety service, translates to power and support from the community. The challenge of shared control seems foreign to many pubic sector managers, while many suggestions can be made as to the cause of such anxiety, it is not important here to enumerate them. The practical issues related to shared costs can also be an obstacle as local interests seek to save money yet fail to realize that any system designed to accommodate multiple agencies effectively and independently will likely cost more than the individual small agency sized system. The fact that small systems do not translate data well is a function of their design limitations and not a failure of the consolidation concept for all public safety services. Potential participants in joint, consolidated services are also legitimately interested in accountability to the taxpayers as well as other elected and /or appointed officials. The issues arise in the form of measurements like call counts, dispatched calls, dispatch times, record inquiries etc. The fundamental issue of whether callers and agency units are better served seems to disappear from the horizon amidst this cloud of "hard data ". To the concerns cited, local independent agency chiefs must recruit, select, train and maintain a qualified pool of dispatchers, call takers to be on duty 24 hours a day, 7 days a week. The applicant pool gets more and more shallow as the best candidates migrate to larger Centers which have better pay, benefits, working conditions as well as the volume of activity to make them "feel" valuable as members of the public safety community. The drain in this special human resource has prompted many smaller agencies to increase their costs in order to maintain, "control" while not focusing on better service. The Communication Interjoral Agency has recognized these and other issues, putting better customer service first, on every call, every hour of every day. The leadership of the Agency has acknowledged that better service can coexist with the business advantage of consolidated efforts. Governance: The Agency grants to every fully participating city a seat on the Governing Board, each with one vote and each with equal opportunity to influence the composite delivery of services. There is clear recognition that as one agency benefits from the advantages of the joint operation, all agencies also gain advantage. In addition, the participating Chief of the directly dispatched service is automatically a member of either the Law Enforcement or Fire /Rescue Committees, whose authority includes working with the Center Director to develop effective policy and procedure for that class of service. Resource Allocation: The Agency accepts that in any given instance, one customer agency can have allocated, quickly and for the duration of the event, the majority of effort by the trained public safety communication professionals on duty at the Center. RE: Regional Public Safety Communication Centers = Better Customer Service *" Page 3 Personnel issues, which often plague agency managers, are now the responsibility of another; often with greater experience and training than could be hired by the single agency. The Center further offers to potential employees a real career path in communications, as one can grow in responsibility from call taker, dispatcher, FCIC Officer, CAD Tech, IS Support member, team specialty trainer, team leader, operations manager and on to senior management. The more mundane resources used in such environments can be bought in bulk, often at discount, shared and overall a more cost effective approach can exist for all participating cities. Fundamentally, the radio system can be modified to continue to serve all potential customers, the 9 -1 -1 equipment can be relocated, the digital map display can be used to assist in locating landline callers and the recruitment, selection, training and management of staff is shared. Accountability: The Board members and their City Managers are regularly provided information as are the specific agency customer chiefs. Problems are identified early, discussed openly and resolution is the legitimate goal, not the accidental by- product of an arbitrated settlement. Finally, the Center Director is a Board employee and therefore must lead the total operation in its mission to serve all the customer agencies with equal 'fir attention to detail, professional competency and mutual respect. Costs: The Board understands that the move to a fully functional computer aided dispatch (CAD) system is not always viewed as a necessary cost, since paper records have existed for centuries. The advantages are clear when its use within a consolidated center is translated into the practical application of allowing any trained team member to take any call, create the event record and dispatch the proper services to the correct location — all within the recommended time parameters of the public safety community. Of course, the access to call data and records is particularly enhanced, both in quality and speed, with a good CAD system. Flexibility The Board has also allowed for potential member cities to join this effort in various stages. The Center is being designed for daily operations that can range from the most basic simple, dispatch functions to a full state of the art computer aided dispatch and records management system. Direct transmission of data to and from emergency vehicles, digital map files in responding vehicle, supported with floor plans, hazard listings and even designated multiple occupancy areas can be loaded. A wide variety of additional modules can be added, at a per unit cost, to maintain or expand the basic services as desired by the customer city.