09-11-2003 COMMUNICATIONS INTERLOCAL AGENCY— GOVERNING BOARD
SEPTEMBER 11, 2003 — MONTHLY MEETING MINUTES
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The September meeting was held pursuant to public notice at the City of Port Orange, City
Council Chambers, City Center Circle, Port Orange, Florida on September 11, 2003.
Chairman Donald Schmidt called the meeting to order at 9:00 a.m. A roll call was held, with
Mayors Schmidt and Vandergrifft present. Mayor Hukill was excused due to previous
commitments. Board Counsel Margaret Roberts, New Smyrna Beach City Manager Frank
Roberts and Port Orange City Manager Kenneth Parker were also in attendance.
The Chairman called for all to rise for a moment of silence and the pledge of allegiance.
The regular minutes of the August meeting were reviewed with a motion from Mayor
Vandergrifft to accept the minutes. Mayor Schmidt seconded the motion for unanimous
approval of the August minutes.
There were no public comments or comments by the Governing Board members.
New Smyrna Beach City Manager, Frank Roberts, updated the Board members on the
search for a new Director. Shannon Lewis reviewed 43 resumes for qualifications and
reduced the number of applicants to a possible 10. The City Managers met last week to
review the 10 applications for position and reduced this number to 6. The City Managers
will begin telephone conferences, whereupon the list will be reduced to about 2 or 3
applicants who will then be brought in for personal interviews. Mr. Roberts stated that they
have some very qualified applicants. Mayor Vandergrifft asked how soon we would have the
new Director in place and Mr. Roberts suggested probably the first of the year.
Operations Manager James Cox presented the Finance Report, prepared by Port Orange
Finance Director John Shelley, to the Board. The report was approved and accepted by the
Board with a motion made by Mayor Vandergrifft and a second from Mayor Schmidt.
Under the Director's report, Mr. Cox presented the monthly service report to the Board. The
month of August showed over 13,000 total events processed.
The Operations Manager reported to the Board that the Center received a reply from the
office of Sheriff Ben Johnson through Glen Lopez, who is the Acting Volusia County 911
Coordinator. Mr. Lopez stated that the County was willing to work with RCC on our
contingency plan and would meet in the near future. The PERU unit has been wired to
accommodate additional phone lines, as was Fire Station 3 in Port Orange.
EMD training is currently in progress with 22 of the 24 RCC team members in class and the
expected completion date is late September.
The RCC computer system was infected with the MSBlaster Worm. The worm crept in
through the AT & T wireless network and infected almost all MDC laptop computers.
Although none of the RCC workstations were infected, the CAD system had to be taken
down for several hours whereby RCC team members resorted to paper and pencil with no
interruption of service to our customers. All MDC's and RCC computers are now loaded
with virus protection software.
Chief Quinn of South Daytona Fire Department contacted us again requesting cost
information for RCC services. These costs have been provided to him and forwarded to the
City Manager for review. Port Orange City Manager Ken Parker addressed the Board
stating he spoke with South Daytona City Manager Joe Yarbrough, and at this time, due to
the budgetary situation in South Daytona and their current contract with Volusia County, we
will not be moving ahead at this time. Mr. Parker advised the Board that effective 10/1/03,
ECS will become a part County services and that it will become a general fund activity of
the County government. The PSAP for the County will continue to be a part of the Sheriffs
Office with EMS & Fire calls being transferred to ECS.
Under the Attorney's report, Board Counsel Margaret Roberts updated the Board on the
public records request received from the Emergency Medical Services Manager for the
Volusia County. They provided Counsel with authorization of persons involved in the
incident, and Ms. Roberts released all but one record without any redaction. The record
that was redacted was the ALI report from the 911 system.
There was no unfinished business.
Under new business, Mr. Cox requested the carryover of approximately $196,000 from the
current budget to the new 2004 budget for the purpose of adding additional positions to
each of the 4 shifts. Mayor Vandergrifft approved the request to carryover excess monies
into the 2004 budget with a second from Mayor Schmidt, with the understanding that the
`'— City Managers would discuss the issues involved in the allocation of the carried over funds.
The vote was unanimous to carry over the money into FY 2004.
There were no summary comments.
The next meeting of the Governing Board has been scheduled for October 9, 2003 at 9:00
at the City of Port Orange Council Chambers.
The meeting was adjourned at 9:25.
Approved by the Board, October 9, 2003.
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By r''
Mayor James Vandergrifft
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eoRro The City of Port Orange
V FINANCE DEPARTMENT
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1 867
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t iORIO P
Memorandum
To: Board of Directors — ,• • olidated Dispatch
From: John A. Shelley, Fin./b- Director
Subject: Finance Report for , •nsolidated Dispatch- Period ending August 2003
Date: September 9, 2003
For the period ending August 31, 2003, total billing and collections from the various cities
amount to $1,365,352. Operating expenditures for the same time period amount to
$1,420,238 with an additional $83,781 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 August
2003 and cumulative amounts since October 1, 2002. Please note, appropriations of equity
and collections exceed expenditures because of advance funding of capital needs.
Should you have any questions regarding this memorandum or its attachments, please
`""" contact me.
cc: Kenneth W. Parker, City Manager
Kenneth Burgman, Interim Director of Communication Interlocal Dispatch
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Directors' Report CIA Governing Board 9.11.03
Contingency Planning:
A reply was received to the letter sent to Sheriff Ben Johnson in refrence to our 911
contingency plan. The reply was received from Glen Lopez, Acting Volusia County 911
Coordinator. Glen stated that the county was willing to work with us on our plan and we
would need to meet sometime in September after their Communications Center
renovation is complete. Copy of Email from Glen Lopez attached.
RCC Team Training:
EMD training is currently in progress. 22 of the 24 RCC team members are currently in
training with expected completion date of September 18, 2003. The 2 Team Members not
currently in training will receive their training by our in -house instructors at a later date.
MSBlaster Worm
The RCC computer system was infected with the MSBlaster Worm during the week of
11 -18 August. It appears that the worm crept in through the AT &T wireless network and
infected almost all MDC Laptop computers. From there, it made it's way into the RCC
Message Switch server. Although none of the Communication Centers' workstations
were infected, the infection of the Message Switch caused problems with CAD access
Nu r. and the CAD System had to be taken down for several hours. RCC Team Members
immediately went to paper and pencil with no interruption of service to our customer
agencies. As of this date, all MDC's and RCC Servers have been cleaned of this Worm.
To prevent this from occurring in the future, all Internet access via the MDC Laptops and
been removed (no implication is made that accessing the Internet caused this infection),
all servers and workstations have the latest version of Virus Protection Software installed.
Service to South Daytona
Chief Quinn, South Daytona Fire Chief, has contacted us again requesting cost
information for our services. He is requesting cost for Dispatching Service, 3 Desktop
Workstations, 3 VisualFire software licences and the cost of the connection to the RCC
server. These costs have been provided to him and forwarded to his City Manager for
review. I will provide an update as to their decision as soon as it is received.
ter.►
Hare Kim
From: Cox James
Sent: Tuesday, September 09, 2003 2:35 PM
" To: Hare Kim
Subject: FW: Disaster Contingency Plan
Jim Cox
Operations Manager
Regional Public Safety Communications Center
1395 Dunlawton Ave
Port Orange, FL 32127
386- 756 -5478 Desk
386- 561 -8127 Cell
386- 756 -5293 Fax
jcox @port- orange.org
Original Message
From: Lopez, Glenn [ mailto :GLopez @so.co.volusia.fi.us]
Sent: Thursday, August 07, 2003 3:11 PM
To: jcox @port- orange.crg
Cc: Absher, Jean; Sanders, Terry; Conlon, George
Subject: Disaster Contingency Plan
Jim, reference the request made to the Sheriff's Office to act as a
temporary back up center for RCC, we will need to sit down and discuss
several issues that need to be clarified. Since we are in the middle of
the
renovation project here, we will need to look at meeting in 3 -4 weeks. I
will call you in a couple of weeks to set the date for the meeting.
Glenn Lopez
'err
1