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03-11-2004 COMMUNICATIONS INTERLOCAL AGENCY — GOVERNING BOARD slow MARCH 11, 2004 — MONTHLY MEETING MINUTES The March meeting was held pursuant to public notice at the City of Port Orange, City council Chambers, City Center Circle, Port Orange, Florida on March 11, 2004. Chairman Donald Schmidt called meeting to order at 9:00 a.m. A roll call was held with Mayors Schmidt and Green in attendance. Mayor Vandergrifft arrived late. Also present were Board Counsel Margaret Roberts, Port Orange City Manager Ken Parker, Edgewater City Manager Ken Hooper and New Smyrna Beach City Manager Frank Roberts. The Chairman called for all to rise for the pledge of allegiance. The regular minutes of the January meeting were reviewed with unanimous approval to accept. There were no public comments or correspondence. There were not comments from the Governing Board members, City Managers or Chiefs. Under the Director's report, Interim Director Ken Burgman stated that Emergency Medical Dispatching had commenced at 5:00 a.m. on March 1, 2004, which was also the start of Bike Week. Mr. Burgman stated that the staff did an excellent job. CPR instructions were given twice on the first day. Mayor Schmidt asked if there were any County issues, and Interim Director Burgman stated that Matt Zavadsky & Dr. Shedd from Volusia County came to the Center to review the EMD procedures in the Center, on March 3. Frank Roberts was present as was RCC's new Medical Consultant Dr. Todd Husty. Some calls reviews were done, and Dr. Shedd signed a letter stating that the Center was cleared to deliver EMD to our customers. The January and February service reports were presented to the Board showing the number of calls the Center has received. Call volume has steadily increased since last year. Mr. Burgman stated that additional call takers were added for the first two (2) weeks of EMD. Interim Director Burgman presented the January and February Financial report stating that the Center is showing favorable budgetary activities. Under the new Director search, Mr. Burgman told the Board that the Police and Fire Chiefs would interview the two current applicants for the position. One applicant, currently working for APCO, was in the Center on the first day of EMD along with Bob Smith, who is the Manager of EMD for APCO. They were present on March 3 as Mr. Zavadsy & Dr. Shedd were expected. The APCO Officials said that protocols were ti,., being followed and offered some suggestions to Dispatchers so all flowed smoothly. There was no attorneys report or unfinished business. Under new business, City Manager Frank Roberts addressed the Board regarding the contracting of our new Medical Consultant, Dr. Todd Husty. Mr. Roberts stated that Ponce Inlet had originally contacted Dr Husty. Dr. Husty then met with the Agency Fire Chiefs and City Managers. It was decided that RCC was best venue to contract with Dr. Husty to review requests from other agencies and assist us in providing the best level of service to our residents. With Dr. Husty's team of on board Paramedics and Doctors, additional training and support to RCC & the Fire Departments will be provided. The next meeting has been scheduled for May 13, 2004. The meeting was adjourned at 9:20 a.m. Approved by the Board on May 13, 2004. B _ G3"PIM % ''1� Uf..,G=._3 i.N 'l r- : Chairman Donald Schmidt Nise * n � O — 1zmmzt -� --izz ' 0) i i a -n -. - opo <woo 000r] n c 0 0 CD 0 CD m (n ) -I 0 CO ) v 0 m < M * ( a n CD C CD D CI) (I) m o —H m fTl CD (1 rn' , < (n (n cn cn (n (n D m R 1 (D 00 rn v _ co v v v o< p- Q C cn < '0 (n 0 to (n c i (D 0 0- `< S. CD 4- Z CO cn .. 0 Z 0 (u — ..& ,Z1 o N y 2°>< Kzi 0 = 3 0 . to 0 O Z r � (D O o m � ' 0 n rt (- co < Q. (D (D 6 co Z Z Z Z Z Z Z cn Z Z Z Z L DDDDDDD�' DDDD -, c M O N N O CO (O N_ CO 61 0) O CO O W CO O CO ON) W D 0 c A -' N N O . 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N -.1 0 - (J1 CO 01 (0 N) O - . -1 01 O o O) W 0 o -- 03 O W 0 CO CO -I -- CO 0 O N 01 0) --• LI 3 o co -) < Z c 0) co � Iv i.) -• = O O N N 01 --x W W A -3 01 0 - CO 0 0 N A W 0 -� N CO -I - W N v N v Cr N) (0 x o 0) A - 4 C gu ( 0) CO 0 01 A 0) A A CO CO -i W O N -> 0) ( ) i v 0 CD M n —0) -, OA -, NIVO 0 - N — N) — W -a --, O W .A co - CO CO 0 03 0 A 03 CJ1 A N 03 A W CO O o -4 j N) W W O (O C0 O 0 7 0) -4 v A O o 0) L CD - 0) c 91 -, CO O _-, N O - 0 — N N W - —,� CO A O 01 C7) O (0 O A W A 0 0 0) A O A 0) — 0 0 A 01 O O N - W CO —' N N N) N W W A W O— O N U1 O A m 0 cr —' 01 -, Co C J1 O W O NI -+ A N - . . 0) N— -+ 01 W A -.I (a) W O o A co O 01 N Ni A -I --. N Ni C3) O) CO -- (31 CO W W . - 0) (T - -1 -, CO N N N O �I - A CO CO liklaW ORT0 The City of Port Orange m FINANCE DEPARTMENT 1867 'fir" F /OR Memorandum To: Board of Directors — • solidated Dispatch From: John A. Shelley, Fin Director Subject: Finance Report for 'onsolidated Dispatch- Period ending January 2004 Date: February 9, 2004 For the month ending January 31, 2004, total billing and collections from the various cities amount to $880,227. Operating expenditures for the same time period amount to $658,820 with an additional $17,340 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 January 2004. The appropriate billings were issued to Cities in late January to cover cash needs through February. Please see the Draft information attached that will be included in the Annual September 30, 2003 Audit Report of the City of Port Orange. Each respective City's total net assets are identified on this report. Should you have any questions regarding this memorandum or its attachments, please contact me. cc: Kenneth W. 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Ha. 1- LI 1 0.. 000 � N * * 0'1 0 * * 01 CJ • CJoCO CJ J . o * * 0I 0 C^ wa0 sow el h- ' ' NCJN C- . 0 * * C1 -0 i= J i0-0 I --NN nhN 0. 1-a * 1 * L, C j- OW 1 1 1- 0 ) .101- Z q 0 0 0_ Z Y.O.H OQO1 Nall 1 N in al !-.1 , WI ?_'1.0 ',.+- n:', 1 011, 0 ) 1 w 1 City of Port Orange, Florida R Notes to Financial Statements (continued) 19. JOINT VENTURE Communication Interlocal Agency On January 11, 2002 the Cities of Port Orange, New Smyrna and Edgewater entered into an interlocal agreement to provide a consolidated (Dispatch) communications and record system servicing law enforcement, fire, rescue and emergency communications for each of the Cities. This entity, know as Communications Interlocal Agency (CI Agency) was established pursuant to Florida Statute Section 163.01(7). The CI Agency operates as a public entity using the same fiscal year as the City of Port Orange, ending September 30. The CI Agency is an instrumentality of the municipal parties and is entitled to sovereign immunity except where waived by general law. It operates pursuant to direction from its governing board. The governing board is comprised of three mayors from the respective Cities, mentioned above. Operating guidelines, procedures, designations and restrictions are determined by this governing body. The CI Agency is currently located in a "designated area" of the Port Orange Police Department. This designated area is separately leased from the City of Port Orange on an annual basis in the amount of $43,843. The operating lease rate of this designated area includes all occupancy cost except maintenance, utilities and property insurance. iww Substantially all cost of the CI Agency is allocated to Port Orange, New Smyrna and Edgewater in the respective amounts of 50 %, 25% and 25 %. The books and records are maintained using General Accepted Accounting Principals. The City of Port Orange, as agent for the CI Agency, performs all cash and accounting transactions. Equity in pooled cash is accounted with, but considered a separate component of, the City's Equity in Pooled Cash. The majority of initial, first year charges to the respective Cities were for the acquisition of capital purchases. These initial charges were made in accordance with the agreement. The different proportions of existing equipment and other capital already owned by the three participating Cities gives rise to a disproportionate allocation of net assets. See Statement of Net Assets below. During the year ending September 30, 2003 ownership of capital assets adjust the allocation of beginning years equity. This reallocation places asset with actual physical locations under the ownership of the respective jurisdictions. Please see below for specific dollar amounts related to this reallocation. Now 93 City of Port Orange, Florida Notes to Financial Statements (continued) 19. JOINT VENTURE (continued) The following is a summary of the Statement of Net Assets and Statement of Revenues, Expenses, and Changes in Fund Net Assets of Communications Interlocal Agency: Communications Interlocal Agency Statement of Net Assets September 30, 2003 Port Orange New Smyrna Edgewater Total Equity in Pooled Cash and Investments $ 57,448 $ 30,409 $ - $ 87,857 Due from Employees 787 394 394 1,575 Due from other Governments 122 13,491 38,714 52,327 Total Current Assets 58,357 44,294 39,108 141,759 Total Capital Assets net of Accumulated Depreciation 411,956 258,215 243,289 913,460 Total Assets 470,313 302,509 282,397 1,055,219 Total Current Liabilities 34,760 17,380 17,380 69,520 Net Assets Invested In Capital Assets 411,956 258,215 243,289 913,460 Unrestricted 23,597 26,914 21,728 72,239 Total Net Assets $ 435,553 $ 285,129 $ 265,017 $ 985,699 Statement of Revenues, Expenses and Changes in Fund Net Assets For the Period Ended September 30, 2003 Revenues Charges for Services $ 763,264 $ 376,753 $ 376,573 $1,516,590 Expenses Salary and Related Cost 550,878 275,439 275,439 1,101,756 Operating Expenses 288,700 144,350 144,350 577,400 Depreciation Expense 218,555 137,097 129,149 484,801 Total Expenses 1,058,132 556,886 548,938 2,163,956 Operating Income(Loss) (294,868) (180,133) (172,365) ( 647,366) Non Operating Revenue Miscellaneous 5,889 2,945 2,944 11,778 Income (288,979) (177,188) (169,421) (635,588) Total Net Assets - Beginning 724,532 462,317 434,438 1,621,287 Total Net Assets - Ending $ 435,553 $ 285,129 $ 265,017 $ 985,699 rr 94 VJ /lU /LVV4 10:J1 rAA bu4r000‘44 rtivaivt,h Utrl _ ._. LOuu � "k < <; � The City of Port Orange y c, 3 m ~ FINANCE DEPARTMENT U 1367 Memorandum To: Board of Directors Directorsmt onsolidated Dispatch From: John A. Shelley, ' = nce Director Subject: Finance Report f it onsolidated Dispatch- Period ending February 2004 Date: March 9, 2004 For the month ending February 29, 2004, total billing and collections from the various cities amount to $897,393. Operating expenditures for the same time period amount to $769,477 with an additional $35,001 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 February 2004. The appropriate billings were issued to Cities in late January to cover cash needs N ice through February. Should you have any questions regarding this memorandum or its attachments, please contact me. cc: Kenneth W. 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