12-11-2003 COMMUNICATIONS INTERLOCAL AGENCY - GOVERNING BOARD
`''a" DECEMBER 11, 2003 - MONTHLY MEETING MINUTES
The December meeting was held pursuant to public notice at the City of Port Orange,
City Council Chambers, City Center Circle, Port Orange, Florida on December 11, 2003.
Chairman Donald Schmidt called the meeting to order at 9:00 a.m. A roll call was held
with Mayors Schmidt and Hukill in attendance. Also present were Board Council
Margaret Roberts, Port Orange City Manager Kenneth Parker and Edgewater City
Manager Ken Hooper. Mayor Vandergrifft was absent.
The Chairman called for all to rise for the pledge of allegiance.
The regular minutes of the October meeting were reviewed with a motion from Mayor
Hukill to accept the minutes. Mayor Schmidt seconded the motion for unanimous
approval of the October minutes.
There were no public comments or comments by the Governing Board members.
Interim Director Burgman presented the October and November Finance report
prepared by Port Orange Finance Director John Shelley. Mayor Hukill accepted the
reports with a motion to approve. Chairman Schmidt seconded the motion.
Under the Director's report Mr. Burgman presented the October and November 2003
services reports, which reflects call volume in the Center. Director Burgman stated that
the Center continues to receive a large number of 7 digit calls and the cell phone calls
have greatly increased. Enhanced 911, Phase II should be coming out next week,
which will make the compilation of numbers, presented to Board more accurate.
Chairman Schmidt asked if the new cell phone plan in which you "can take your home
number with you" would affect the Center. Director Burgman replied that it would, in
that home phone numbers will show the home address, which in the case of cell phone
usage, the caller could be anywhere. Chairman Schmidt moved to accept the October
and November Services report, with a second from Mayor Hukill, for unanimous
approval.
Mr. Burgman also reported to the Board that Sheriff Johnson had requested a meeting
with RCC staff and the Sheriffs staff. All three City Managers were in attendance.
Issues discussed were the cooperation between the two centers and working together
in general for the publics well being.
As this was Mayor Hukill's last Governing Board meeting, Director Burgman presented
the Mayor with a plaque from the employees of RCC in appreciation for all she has
done to make consolidated dispatching a reality. Mayor Hukill stated she was delighted
to be a part of the conception and the process of creating RCC.
There was no Attorneys report.
There was no unfinished business.
Under new business, City Manager Kenneth Parker updated the Board on the Director
search, stating a background check was done on one candidate and another candidate
had withdrawn. The reason the applicant withdrew was a concern about the applicant's
current position. A background check had been done on the second applicant, and after
review of the personnel file, there were concerns about being able to recommend this
person to the Board. There are no more applicants to recommend to the Board, and
City Manager Parker stated he is recommending re- advertising.
Mr. Parker addressed the Board regarding Emergency Medical Dispatching. The
Executive Committee is recommending to the CIA Board that we increase the
authorized staffing level for RCC. The Center already has authorized personnel slots
which are not budgeted, and the request is to fund these positions with the carryover
dollars that are left from FY 03. EMD will become effective March 1, 2004. March 1
was chosen as New Smyrna Beach is dealing with the renewal of their COPCN and
Volusia County is requiring New Smyrna Beach to implement EMD or contract with ECC
for emergency medical dispatch. Board Counsel Margaret Roberts moved to
recommend the commencement of EMD on March 1, 2004 and approve the carryover
of funds from FY 2003 to budget additional positions within the Center. Mayor Hukill
accepted the motion, with a second from Mayor Schmidt for unanimous approval.
Nftw
There were no summary comments.
The next meeting of the Governing Board has been scheduled for January 8, 2004 at
9:00 a.m. at the City of Port Orange Council Chambers.
The meeting was adjourned at 9:35 a.m.
Approved by the Board on January 8, 2004
C
�� �,
By 1 -- a�u��" �
Chairman Donald Schmidt
• ' 010 °4> The City of Port Orange
FINANCE DEPARTMENT
1867
Nklitlor
t i0R 10 P
Memorandum
To: Board of Directors — Co s lidated Dispatch
From: John A. Shelley, Finan irector
Subject: Finance Report for Co olidated Dispatch- Period ending October 2003
Date: November 10, 2003
For the one month ending October 31, 2003, total billing and collections from the various
cities amount to $10,054. Operating expenditures for the same time period amount to
$232,651 with an additional $19,951 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 October
2003. Please note, some expenses were paid earlier in the fiscal year causing October
monthly expenses to be disproportional with expected cash needs. The appropriate billings
were issued to Cities in early November to adjust for early cash needs.
The general ledger at September 30, 2003 is being finalized to include all fiscal year -end
adjustments and accruals. This year -end process should be complete by December 2003.
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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� °�e °Rr The City of Port Orange
FINANCE DEPARTMENT
lJ m
Slaw - 1867
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Memorandum
To: Board of Directors — Cons? I' . ated Dispatch
From: John A. Shelley, Finance it ector
Subject: Finance Report for Con- r Dispatch- Period ending November 2003
Date: December 9, 2003
For the one month ending November 30, 2003, total billing and collections from the various
cities amount to $381,286. Operating expenditures for the same time period amount to
$384,915 with an additional $27,268 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
November 2003. Please note, some expenses were paid earlier in the fiscal year causing
November monthly expenses to be disproportional with expected cash needs. The
appropriate billings were issued to Cities in early November to adjust for early cash needs.
lope
The general ledger at September 30, 2003 is being finalized to include all fiscal year -end
adjustments and accruals. This year -end process should be complete by December 2003.
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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