10-09-2003 COMMUNICATIONS INTERLOCAL AGENCY— GOVERNING BOARD
°v.. OCTOBER 9, 2003 — MONTHLY MEETING MINUTES
The October meeting was held pursuant to public notice at the City of Port Orange, City
Council Chambers, City Center Circle, Port Orange, Florida on October 9, 2003.
Mayor James Vandergrifft called the meeting to order at 9:11 a.m. A roll call was held,
with Mayors Hukill and Vandergrifft present. Mayor Schmidt was excused. Also
present were Board Counsel, Assistant City Attorney Jim Gallogly and New Smyrna
Beach City Manager, Frank Roberts.
Mayor Vandergrifft asked for all to rise for the Pledge of Allegiance.
The regular minutes of the September meeting were reviewed with a motion to approve
from Mayor Hukill and a second from Mayor Vandergrifft to approve and accept the
September minutes.
There were no public comments or comments by the Governing Board members.
Under Committee and Project Reports, Interim Director Ken Burgman reported on the
budget carryovers for the fiscal year ending September 30, 2003 presenting a figure to
the Board of approximately $265,328 to carry over. Director Burgman also reported that
these figures are not final at this time, as closeouts for year are not completed.
Permission was requested to carryover this amount to the fiscal year 2004 budget. City
Manager Frank Roberts stated that the City Managers would like to see the money
carried over, however the City Managers would like to see the money carried over to an
undesignated reserve. A request had been made by the Center to carry money over
into salaries to pay for additional personnel but the City Managers did not want the
money to be used for re- occurring expenses. A carryover for one -time expenses or
emergency expenses would be recommended by the City Managers. Mr. Roberts
stated that the figure presented was an unaudited amount at this time and would most
likely decrease as the fiscal year was closed out. Money will not be carried over until
such time as the audit report is prepared and approved. At that time, the Board can then
approve the carryover to designated funds. The Centers audit will be done in
conjunction with the City of Port Orange, which will be completed in the spring of next
year. Mayor Hukill stated she wants some of the carryover designated to the
Contingency fund for reserve purposes.
Interim Director Burgman presented the service report for September with a total call
volume of 15,150 incoming calls, noting that the largest increase is in the wireless calls
received. The Center is now receiving all but Cingular calls directly, instead of coming
via the County.
EMD training has been successfully completed by all but a few employees of the
Center. Mr. Burgman stated that he was concerned that the Center would not be able
it
to implement EMD until such time as staffing levels were increased. Thirty staff
'e positions and one Director position were originally budgeted for the Center. At this time,
only 25 positions are filled, 3 being administrative positions. City Manager Roberts
stated that the positions are slotted but not budgeted.
The annual software maintenance agreement from OSSI was presented to the Board
for approval in the amount of $128,590. Mayor Hukill approved the payment of
maintenance with a second from Mayor Vandergrifft to unanimously approve payment
of OSSI software maintenance agreement.
There was no Attorneys report.
Under unfinished business City Manager Roberts updated the Board on the search for a
new Director. On October 12, 13 and 14, two applicants chosen by the City Managers
will be visiting with the RCC staff, Fire Chiefs, Police Chiefs and City Managers. If there
is an individual that suits the needs of the Center, the City Managers will do an in
community with the applicant and full background check. Mr. Roberts stated that within
two weeks, they should be able to present a full report with recommendations to the
Board and at which time we will schedule a special meeting.
Under new business, Mr. Burgman discussed staffing with the Board in regards to the
need of a new position for each shift to implement Emergency Medical Dispatching.
Again, only 25 positions are budgeted for although there are 30 positions slotted for the
Center. Mr. Burgman also stated that the Center would like to hire our Network
Na" Administrator on a full time basis as he is an employee of the City of Port Orange and
we pay 60% of his salary and Port Orange 40 %. In the future, the Center would like to
budget a part time IT position to assist out Network Administrator in his duties
throughout the three cities.
There were no summary comments.
The next meeting is scheduled for November 13, 2003 at 9:00 a.m. in the City of Port
Orange, City Council Chambers.
The meeting ended at 10:03 a.m.
Approved by the Board on December 11, 2003
By C,kt,.vW
Chairman Donald Schmidt
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