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06-17-2004 COMMUNICATIONS INTERLOCAL AGENCY— GOVERNING BOARD JUNE 17, 2004 — MONTHLY MEETING MINUTES The June meeting was held pursuant to public notice at the City of Port Orange, City Council Chambers, 1000 City Center Circle, Port Orange, Florida on June 17, 2004. Chairman Donald Schmidt called the meeting to order at 10:05 a.m. A roll call was held with Mayors Schmidt, Green and Vandergrifft in attendance. Board Counsel Margaret Roberts arrived at 10:15 a.m. The Chairman called for all to rise for the pledge of allegiance. The regular minutes of the May 13' 2004 were reviewed with unanimous approval to accept. There were no public comments or correspondence. Under Governing Board Member Comments, Mayor Green questioned the Director regarding Matt Zavadsky. Director Kelly explained that Mr. Zavadsky expected RCC to keep him in the loop regarding the operations of the Center. Mayor Green asked who his immediate supervisor was, and Jim Cox, Operations Manager, stated that it was Cindy Coto, County Manager. Under Committee and Projects Reports, the Director presented the Finance and Budget Report prepared by John Shelley, Port Orange Finance Director. The report showed favorable budgetary activities for the Center. Under the Directors Report, Director KeIIy stated that we had several severe storms, which caused damage to equipment inside RCC, and that there would be a large cost related to the repair of equipment. RCC is working with the County on these repair costs, and are also working with the phone companies regarding the placement and repair of equipment damaged, as the lightning strikes seem to come through the phone lines. Mayor Green asked about our insurance deductible and Director KeIIy stated that our deductible is $25,000 and that we hoped the County would help with some of these costs. The Director next presented the Services Report for the month of May. The Director asked the Board if they would mind if he changed the format of the report. The change would entail showing total wireless calls lumped together instead of separating them as in AT & T, Verizon, Nextel, etc. Landline calls would continue to be broken down by the customer Agencies. The Board agreed that this would be acceptable. The Director then asked for approval to pay the annual service contract from ETI Software, which is for the maintenance of the fire software. The amount of the contract is $24,703. The Board unanimously approved payment of the ETI Maintenance %low contract. There was no Attorney report. There was no unfinished business. Under new Business, the Director presented the proposed budget for FY 2005 to the Board. The Director stated that the salary line would look like much higher than FY 04. This is due to a 3% cost of living increase and also a new salary structure (evaluation system) for the employees of RCC. The Director stated that currently, dispatchers have no upward salary movement as the system is at this time. The evaluation system would also include the inspection of sick leave usage during the rating period. Mayor Schmidt asked if any personnel would be added this year and Director Kelly stated that 4 fulltime TCOs were requested. Were using a lot of temps at this time and the Director would like to eliminate all but 2 temporary positions. Another position that has been requested is a dedicated Training Officer. This position is needed to set up a formal training program for RCC to include the training of new employees and also for the implementation of remedial training programs for existing personnel. Finally, we would like to hire an assistant to our I.T. person. Over half of our I.T. employee's time is spent outside of RCC repairing mobile units in our customer agency Cities. This position would free up our Network Administrator to spend more time on RCC equipment. Chairman Schmidt asked for a motion for approval of the budget, which was given by Mayor Green and seconded by Mayor Vandergrifft with the unanimous approval of the FY 05 budget. There were no summary comments. The next meeting has been scheduled for September 16, 2004 at 9:00 a.m. The meeting was adjourned at 10:50 a.m. Approv d by the Board, Se• - • ber 16, 2004 Bye aAfC Chairman Donald Schmidt �� °R °4 The City of Port Orange �, u n m FINANCE DEPARTMENT � __ 1867 F /ORIO Memorandum To: Board of Directors — Co .., idated Dispatch From: John A. Shelley, Fina I irector Subject: Finance Report for C. rsolidated Dispatch- Period ending May 2004 Date: June 14, 2004 For the month ending May 31, 2004, total billing and collections from the various cities amount to $1,246,460. Operating expenditures for the same time period amount to $1,156,387 with an additional $37,799 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 May 2004. Should you have any questions regarding this memorandum or its attachments, please *ow contact me. cc: Kenneth W. Parker, City Manager ,Patrick T. Kelly, Director of Communication Interlocal Dispatch PROGRAM: GM259L RtVtNUt Ktrurti 67% OF YEAR LAPSED ACCOUNTING PERIOD 08/2004 CITY OF PORT ORANGE AS OF 05/31/2004 FUND 632 CONSOLIDATED DISPATCH ACCOUNT _ * * * ** * * **# CURRENT * * * * * * * * ** _ * * * * ** ** YEAR -TO -DATE ** * * * *** ANNUAL UNREALIZED__ ACCOUNT DESCRIPTION ESTIMATED ACTUAL %REV ESTIMATED ACTUAL %REV ESTIMATE BALANCE 330 GOVERNMENTAL - --- -- 7-7-7-7-- - - _ 335 STATE SHARED REVENUES 27 00 PORT ORANGE 104,566 174.50 697,067 566, 102.42 81 1,115,338 549, 235.58 27 10 DIRECT BILLED REVENUE 0 3.812.69 0 31, 513.81 0 31,513.81- 27 * PORT ORANGE 104,566 3,987.19 4 697,067 597. 616.23 B6 1.115. 338 517. 721.77 28 00 EDGEWATER 52,283 87.25 348,530 282, 901.00 81 557,670 274, 769.00 28 10 DIRECT BILLED REVENUE 0 2,243.38 0 18. 858.94 0 18,8513.94- 28 * EDGEWATER 52, 283 2,330.63 5 348, 530 301,759.94 87 557,670 255, 910. 06 29 00 NEW SMYRNA BEACH 52,283 87. 25 348,530 259, 346. 17 74 557,668 298, 321, 83___ 29 10 DIRECT BILLED REVENUE 0 4, 058. 35 0 79 - 519. 59 0 79,519.59- _ . '. 29 * NEW SMYRNA BEACH 52,283 4, 145. 60 8 348,530 338, 865. 76 97 557, 668 218, 802. 24 30 00 PONCE INLET, TOWN OF 0 .00 0 6,000.00 0 6,000.00- 335 ** STATE SHARED REVENUES 209,132 10, 463.42 5 1,394,127 1, 244, 241.93 89 2,230,676 986, 434.07 330 * *4r INTER GOVERNMENTAL 209,132 10, 463. 42 5 1,394,127 1, 244, 241. 93 89 2,230,676 986, 434. 07 360 MISC REVENUE • 361 INTEREST EARNINGS 00 INTEREST ON INVEST M E A T S 0 301.98 0 1,086.75 0 1,086.75- ''' 361 ** INTEREST EARNINGS 0 301.98 0 1,086.75 0 1,086.75- 6. 364 SALE 0 FIXED ASSETS 49 00 GAIN /'LOSS) ON SALE F/A 0 .00 0 .00 0 .00 364 ** SALE OF FIXED ASSETS 0 . 00 0 . 00 0 .00__ ' 369 OTHER MISC REVENUE 90 00 MISC REVENUE 0 . 00 0 1, 131. 00 0 1, 131. 00 • 369 ** OTHER MISC REVENUE 0 .00 0 1,131.00 0 1, 131. 00- • __ 360 * ** MISC REVENUE 0 301. 98 0 2,217.75 0 2,217.75- -, .:,7 NON REVENUES - 381 INTERFUND TRANSFER 16 00 TRANSFER FROM 001 0 . 00 0 . 00 0 .00 20 00 TRANS W/C PERSONAL SER 0 .00 0 .00 - 0 - _00__ • 381 ** INTERFUND TRANSFER 0 .00 0 .00 0 .00 • 389 OTHER NON REVENUE _ __ 10 00 APPROP D rump BAL - - 6 .00 - 0 - .00 0 .00 369 ** OTHER NON REVENUE 0 .00 0 .00 0 .00 Sri `✓1 PROGRAM: GM259L tttvtIN )t tttruI1 i 67'% OF YEAR LAPSED ACCOUNTING PERIOD 08/2004 CITY OF PORT ORANGE AS OF 05/31/2004 FUND 632 CONSOLIDATED DISPATCH kcCOU-NT__ _ # # # # * # # # * *_ CURRENT # * # # # # #* - **- # # # # ## YEAR_ TO= DATE— # # * * * * ** ANNU/M____ UNREALIZED_ • DESCRIPTION ESTIMATED ACTUAL %REV ESTIMATED ACTUAL %REV ESTIMATE BALANCE a 380 NON REVENUES - - - - - -- 389 OTHER NON REVENUE 360 k ** NON REVENUES 0 00 0 .00 0 .00 FUND _TOTAL_ONSOL_ID6TED_ TCH_ 209,132 10,765-40 5 7_094127 __.12A6, 4 8 89 2,22f:1, 623c_ 984,216..32__ • '14410/9 /MO i_� FROGRAMT GM267L 67% OF YEAR LAPSED PILLUVIVI11Vb rcniuu CITY OF PORT ORANGE FUND 632 CONSOLIDATED DISPATCH DEPT /DIV 3200 POLICE/ BA ELE OBJ ACCOUNT * ** * ** ** *CURRENT * * * * ** * * ** * * * * * * * ** *YEAR -TO- DATE * ** * * ** ANNUAL UNENCUMB. .SUB___SUB ____ DESCRIPTION . -. __._._ _ - _____BUDGET __ ACTUAL_GE.XP-___. BUDGET _ACTUAL %EXP ENC..IMBR_ BUDGET BALANCE. BDG..T_____- 720 PUBLIC SAFTEY 521 LAW ENFORCEMENT 12 00 SALARIES AND WAGES 101333 67078.67 66 531735 455235.82 86 .00 937077 481841.18 49 14 00 OVERTIME 11475 11800.66 103 91800 84586.41 92 .00 137700 53113.59 61 14 ** OVERTIME 11.475 UaO_0 E66._. 1.03 4180• 84586-4.1 92__ 00 1 3.7700 531.1359 61 15 EDUCATION TUITION 15 10 CERTIFICATION /LICENSES 208 .00 0 1664 .00 0 .00 2500 2500.00 0 151.1 PHYSICAL EXAMS .__125 35.00 _28 1,000___________31_5. Oa 32 185-00 1.500 100000 33 • 21 00 FICA TAXES 5197 5908.69 114 41576 40319.50 97 .00 62365 22045.50 65 21 ** FICA TAXES 5197 5908.69 114 41576 40319.50 97 .00 62365 22045.50 65 2 _ - 80 . 00 87575 40732.08 54 2� 00 RETIREMENT CONTRIBUTIONS 7297 5924.91 81 58376 46842.92 '' 22 ** RETIREMENT CONTRIBUTIONS 7297 5924.91 81 58376 46842.92 80 .00 87575 40732.08 54 23 00 HEALTH INSURANCE 10875 10939. 04 101 87000 76845.96 88 ,0_0 13-05Q0 5365404 59 23 01 DISABILITY INSURANCE 416 241.42 58 1330 1870.71 141 .00 3000 1129.29 62 24 00 WORKERS COMPENSATION 500 876.83 175 4000 3867.07 97 .00 6000 2132.93 65 "__ 24+f * WORKERS COMPENSATION 500 876._83 175 4000 3867.07 97 .00 6000_ 3122.33 65 31 PROFESSIONAL SERVICES 31 13 OTHER PROF. SERVICES 7233 6013.65 83 57864 77453.35 134 8072. 59 86800 1274.06 99 - 31 16 AUDIT FEE 1/4 291 .00 0 2328. .00 0 .00 3500 _500 QQ 0_____.__ - 34 OTHER CONTRACT SERVICE 34 17 EAP PROGRAM 32 .00 0 64 625. 18 977 .00 193 432. 18- 324 34_ ** OTHER CONTRACT _- SERVICE 32 .00 0 64 625. 18 977 .00 193 '32.18__32 4___ 40 00 TRAVEL PER DIEM 600 695.00 116 4800 1190.00 25 .00 7200 6010.00 17 40 10 EMPLOYEE TRAINING 333 214.29 64 2664 2093. 46 79 .00 4000 1906. 54 52 41 00 COMMUNICATION SERVICES 12804 124 - 6771b 97 10432 93598.06 91 .00 153650 60051.94 61 41 ** COMMUNICATION SERVICES 12804 12467.10 97 102432 93598.06 91 .00 153650 60051.94 61 43 UTILITY SERVICES 43 10 ELECTRICAL SERVICES 92F 1197.67 130 73 9556.20 130 .00 11063 1506.80 86 • 44 RENTALS & LEASES 44 13 FLEET FINANCING 258 693.75 269 2064 555.0_00 269 .00 3096 2454 00- 179 44 15 BUILDING LEASE 3666 3633.67 100 29328 29333.36 100 .00 44000 14666.64 67 45 INSURANCE 4510 COMMERCIAL POLICY INS 1 .00 0 14596 10700.00 73 .00 20807 1.01.07.00 51 - 45 16 WORKERS COMP INSURANCE 500 511 102 4000 2042.35 51 . 00 6000 3957. 65 34 45 19 VEHICLE INSURANCE 166 166.67 100 1328 1333.36 100 .00 2000 666.64 67 46 REPAIR & MAINT. SERVICES_____ 4610 GENERAL EQUIP MAINT - 1250 35971 2g 1W 2578777 26 2321 15000 10100.00 33 46 12 VEH MAINT MTHLY TRANSFER 145 242.97 168 1160 485.94 42 .00 1750 1264.06 28 46 15 VEHICLE MAINT. LABOR 0 .00 0 0 414.50- 0 .00 0 414.50 0 46 16 BUILDING MAINT ___- 541 _ 541.67 100 4328 4459.64 103 _ .00 6500 _ 2040.36__ 69 PROGRAM: GM267L 67% OF YEAR LAPSED A(.I.UVN 1 151 rtn iuu vo: vu-. CITY OF PORT ORANGE - FUND 632 CONSOLIDATED DISPATCH DEPT /DIV 3200 POLICE/ BA ELE OBJ ACCOUNT * * * * * * ** *CURRENT * * * * * * * * ** * * * * * * * ** *YEAR -TO- DATE * * * * * ** ANNUAL UNENCUMB. .___SUB SUB -._. ____ DESCRIPTION BUDGET_ CTUA-L %EXP B DGET__ __ACTUAL .- XEX ENCUMBR. BUDGET BALANCE_____-B_DGT 520 PUBLIC SAFTEY 521 LAW ENFORCEMENT -- - - -- - 46 REPAIR & MAINT. SERVICES 46 36 SOFTWARE MAINTENANCE 15166 .00 0 121328 127950.00 106 .00 182000 54050.00 70 _ 47 0O PRINTING ?x. BINDING 275 00 0________2200 200_00 9 .0D 3300 3100.00 _6 47 ** PRINTING & BINDING 275 .00 0 2200 200.00 9 .00 3300 3100.00 6 49 OTHER CHARGES _-49 O1_- ADVERTISING _ -____ 83 00 0 66_4 483. 57 73 -.9Q_ t00._0 516 43 48 __ 49 02 COMPUTER SOFTWARE 11736 .00 0 109059 46110.00 42 8685.00 156000 101205.00 35 49 16 COMPUTER HARDWARE 704 . 00 0 5143 6801.05 132 109.45 7970 1059. 50 87 49 17 EMPLOYEE COMPUTER PURCHAS 0 1064.69- 0 0 1064.69- 0 1064.99 0 .30- 0 - 51 00 OFFICE SUPPLIES 500 391.00 78 4000 4209.55 105 171.90 6000 1618.55 73 51 ** OFFICE SUPPLIES 500 391. 00 78 4000 4209. 55 105 171. 90 6000 1618. 55 73 52_00_OTHER OPERATION SUPPLIES .00 0 9328 13460.59 144 1398.42 15500 640 96 52 10 GAS, DIESEL, OIL, & GREASE 125 135.22 108 1000 340.85 34 .00 1500 1159.15 23 52 12 UNIFORMS 1291 .00 0 3328 .00 0 6500.00 8500 2000.00 77 52 15 POSTAL SERVICE 62 10.29 17 496 33.93 7 .00 750 716.07 5 54 00 DUES & MEMBERSHIP 208 175.00 84 1664 515.00 31 .00 2500 1985.00 21 54 01 BOOKS 1 ,, SUBSCRIPTIONS 208 398.99 192 1664 1778.99 107 .00 2500 721.01 71 62. 00 BUILDINGS AND IMPR. TO _ -_- _- 416 .00 0 3328 .00 0 _ . 00 5000 5000. 00 62 DUILDINGS AND IMPR. TO 416 .00 0 3328 .00 0 00 5000 5000.00 0 63 IMP. OTHER THAN BLDGS ▪ 63 99 FIXED ASSET TRANSFERS .00 0 0 18575.94- 0 .00 0 18575.94 0______ 63 ** IMP. OTHER THAN BLDGS 0 .00 0 0 18575.94- 0 .00 0 18575.94 0 • 64 00 MACH & EQUIPMENT 1189 .00 0 7244 6800.00 94 .00 12000 5200.00 57 ✓ 06 COMMUNICATION EOUIP 795 .00 0 16849 7371.94 44 .00 20030 12658.06 3.7 64 15 ADP EQUIPMENT 2937 5099.46 174 10593 4503.46 90 9290.25 22350 3556.29 84 99 OTHER NON- OPERATIONS - 99 10 CONTINGENCY 4166 00 0 33328 .00 0 .00 50000 50000.00 0 ** t* LAW ENFORCEMENT 209118 133697.37 64 1394021 1156386.86 83 37798.83 2230676 1036490.31 54 _: 520 ** ** PUBLIC SAFTEY 209118 133697.37 64 1394021 1156386.86 83 37798.83 2230676 1036490.31 54 - DIV 3200 TOTAL * * * * * ** POLICE 209118 133697.37 64 1394021 1156386.86 83 37798.83 2230676 1036490.31 54 DEPT 32 TOTAL * * * * * ** POLICE 209118 133697.37 64 1394021 1156386.86 83 37798.83 2230676 1036490.31 54 _ FUND 632 TOTAL ********* CONSOLIDATED DISPATCH 209118 13397.37 64 13941)21 11563876786 83 3779 2230676 1036490 31 54 111100 '44100' Regional Public Safety Communication Center SRCC Monthly Report to VC911 Monthly Summary Of Services Oct.2003 Nov.2003 Dec.2003 Jan.2004 Feb.2004 Mar.2004 Apr.2004 May.2004 "E "mergency 911 Calls 3061 2896 2806 2928 3159 3599 3609 3450 Non "E" Inbd 11,806 10,821 11,090 11,005 10,818 12,610 11,459 11,531 Non "E" Otbd 5,285 4,852 4,998 5,602 5,384 6,887 6,845 6,566 Total Telephone Items 20,152 18,570 18,894 19,550 19,361 23,096 21,913 21,547 Total "E" By City (landline calls) PO 878 743 837 841 767 825 876 851 NSB 410 461 437 488 428 521 507 506 EW 308 309 326 303 322 273 327 346 Ponce FR 21 9 11 14 12 15 18 20 NOTE: Above totals do not include Wireless Total Wireless Calls 1,397 1,374 1,072 1,133 1,572 1,808 1,739 1,741 Wireless Calls fr SPRINT PCS 159 124 130 143 149 178 191 183 Wireless Calls fr T- MOBILE 89 76 81 82 121 144 161 196 Wireless Calls fr VERIZON 150 124 141 142 227 202 190 153 Wireless calls fr CINGULAR 513 535 386 362 655 708 716 728 Wireless calls fr NEXTEL 208 210 189 202 186 251 224 235 Wireless Calls fr AT &T 278 279 243 201 231 306 256 245 Other ** 26 121 149 3 66 55 46 Total Event Process 16,721 16,093 16,241 15,933 15,443 17,632 16,840 17,314 CFD Total Events 1,110 1,016 1,145 1,141 1,109 1,299 1,216 1,201 * = Revised Stats * *= Calls showing Volusia County etc *Now Nose lusi, § � _ , --1 [ � g — — - — — �— -- c C.) © I. _a 1 0 1 0 °, O \ ,�m;e 2 1 ? ° ; 'a # _ » > ' c � I /� �� \�k I/ • ! 7i I 1 ea y / I CD �I � ( ci \ � R ƒIE� '2�� ; �\ / . — < A > E . I . c2 � 2 7 � . ' . � � -- - � -� - � - � Y ® ® 0) , , e z c ' c I% / 0alE 0 / CV, \ 7 % �� �� qkU�� 0 � 3 I , � C I ■ §R ! _ c ƒ \ ,4 o , . 2 \ $ �< » § ' § 7 / ! k - / / � E F o m 2 iy k E 9 q � 3 2 a 0)Ec 2 m — ± (6- % a A / % E 0 ; R 1 o - , k co c E m D � / E 1 c a D n= _J o o% j o f , u a) § o ± » U I c _ @ , 7 1 '=•- �-0 / ca > k 0 = al \ � � , / / c 0 ƒ E 0 / ' / : O m R \ a \ % t % « 3 . - \ co o \ � � k y U E » .\ . ±¥ m CC n c ® 1 I 0 ; Iff ial , ' 411.110 1 .1601 Acct. Number Description LTotal 2004 Budget 2005 Budget 1 Comments 12-00 i Salaries/Wa es $737,843 43 $1,151,890 14 -00 ;Overtime 1 $137,700 $65,000 15-10 I ...500 $1, 15-11 Physical s cal Exams $1,500 $1,000 Y ' 21-00 FICA $62,365 $88,120 22 -00 Retirement $87,575 ! $138,227 23 -00 {Health Insurance $129,000 $160,000 23 -01 Disability $1,000 $4,000 24 -00 ;Workers Comp $6,000 $7,500 31 -13 Other Professional Services $86,800 j $81,000 31-16 'Audit Fee $3,500 $2,000 34 -17 EAP $1,500 $1,500 40 -00 Travel $7,200 $8,000 40 -10 Employee Training $4,000 $4,000 41-0 Communication Services $153,650 $155,000 43-10 Electrical Services $11,063 ! $15,000 44-13 'Fleet Financing 44 -15 Building Lease $44,000 $44,000 45-10 Liability /Property Ins $23,000 $26,450 45-16 Workers Comp $6,000 $6,900 45 -19 ;Vehicle Insurance $2,000 $4,000 46 -10 General Equip. Maint. $15,000 $20,000 I -- - 46-12 !Vehicle Maintenance $1,750 $3,200 ! _ 46-15 'Vehicle $0 $1,000 Maint/Repair _. ; _ _ 46 -16 Building Maintenance $6,500 $7,500 46 -36 Software Maintenance $182,000 -' $150,000 47 -00 Printing & Binding $3,300 $3,300 49 -01 Advertising $1,000 $1,000 49 -02 'Computer Software $156,000 $100,000 49 -16 Computer Hardware $6,500 $75,000 51-00 Office Supplies $6,000 $6,000 52 -00 Other Operating supplies $3,500 $10,000 52-10 Gas, Diesel, Oil, & Grease $1,500 $4,000 52 -12 ;Uniforms $3,500 $5,000 52 -15 'Postal Service $750 $500 54 -0r 1 Dues & Membership $7 - '10 $3,000 ! - - •rri Acct. Number Description ITotal 2004 Budget 2005 Budget Comments a 54 -01 Books & Subscriptions $2,500 $2,500 62-00 j Buildings & Improvements $5,000 $2,000 64-00 'Machinery & Equipment $5,200 $5,200 64 -06 Communication Equipment $38,500 $15,000 64 -15 I ADP Equipment $29,150 $35,000 99 -10 (Other Non -Op Contingency $50,000 $50,000 2004 Budget Estimates $2,031,442 1 $2,467,787