03-20-2008 COMMUNICATIONS INTERLOCAL AGENCY — GOVERNING BOARD
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March 20, 2008 — MONTHLY MEETING MINUTES
The March meeting was held pursuant to public notice at the City of Port Orange, City
council chambers, 1000 City Center Circle, Port Orange, Florida on March 20, 2008.
The meeting was called to order at 9:02 a.m.
A role was taken with Mayor Allen Green, Ted Cooper (substituting for Mayor Michael
Thomas), Ann - Margret Emery and Jack Grasty in attendance.
The regular minutes of the March meeting were reviewed and accepted with unanimous
approval by the Board.
There were no Public Comments or Correspondence.
There were no comments from Governing Board Members, City Managers and
Customer Agency Chiefs.
The Director submitted the Financial Report to the Board, in which RCC has billed 1.1
million and has spent $953,000, which puts the Center in good standing budget wise.
"„w Chairman Green again reiterated that we needed to be very conservative in our
spending. The Director then stated that he had begun meeting with Police and Fire
Chiefs to discuss budgetary needs for the next fiscal year.
The Services Report for the month of February was presented to the Governing Board.
Staff has reduced the number of abandoned calls considerably. Council member
Grasty asked what the Director attributed the lower percent of abandoned calls from last
year. Director Bubb stated that we had more Dispatchers in training this time last year,
and we now have employees who are more efficient and better trained. Figures for the
month of February were slightly lower than those from last year.
Under the Attorneys Report, Board Council Ann Margret Emery brought the Board up to
date on claims filed by three (3) previous employees who filed employment
discrimination claims. Depositions have been taken from these three (3) employees.
Ann Margret stated that these claimants didn't really support their claims of
discrimination during their depositions.
Under Unfinished Business, the Director presented his Employment Contract for
renewal for the next three (3) years. The only changes made in the new contract was
the removal of the lump sum payment for completion of three years of employment and,
under salaries, it was recommended by the Executive Board that language should be
added to "salary shall be increased annually by a cost of living adjustment equal to that
received by the employees of the RCC or as established and directed by the Board ".
The Director is also required to submit annual performance objectives to the Executive
'`r and Governing Boards. Chairman Green asked if the Board could sign off on the
contract, and the Board unanimously agreed to renew the contract.
Under New Business, the Director requested a Proclamation be issued from each City
at their Council meetings in recognition of National Public Safety Telecommunicators
Week. The Board agreed to issued proclamations in recognition.
There were no Summary comments by Governing Board Members.
The next meeting has been scheduled for May 22, 2008.
The meeting was adjourned at 9:50 a.m.
Approve. .y the Board on May 2, 4 08
By
Alle Green, Chairman
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°i `'aRr °p The City of Port Orange
Now `" r '' FINANCE DEPARTMENT
U ' m
1867
F loR1 0P
Memorandum
To: Board of Directors — Consolidated Dispatch
From: John A. Shelley, Fin Director
1 ( .- 4
Subject: Finance Report for Consolidated Dispatch — Period ending April 30, 2008
Date: May 21, 2008
We have now completed the first seven months of the new fiscal year. Audit procedures for last year
are also complete and attached to this memorandum is copy of the excerpted pages from the
Comprehensive Annual Financial Report of the City of Port Orange.
For the seven months ending April 30, 2008, the total billing and collections from the various Cities
amount to $1,251,111. Operating expenditures for the same time period amount to $1,315,418..
Please see the attached detail of the revenues and expenditures for the seven months ending April 30,
2008.
Should you have any questions regarding this memorandum or its attachments, please contact me.
Cc: Kenneth W. Parker, City Manager
David Bubb, Director of Communication Interlocal Dispatch
law
�OGRAM GM259L _. v.- VWME rL 1Jd
58% YEAR LAPSED ACCOUNTING PERIOD /2008
CITY OF PORT ORANGE AS OF 04/30/2008
FUND 632 CONSOLIDATED DISPATCH
ACCOUNT *** * ** ** *-c CURRENT *** ****r* *x**** ** YEAR—TO—DATE ** * ** * ** ANNUAL UNREALIZED
ACCOUNT DESCRIPTION ESTIMATED ACTUAL %REV ESTIMATED ACTUAL %REV ESTIMATE BALANCE -
330 INTER GOVERNMENTAL
331 FEDERAL GRANTS
51 00 FEMA GRANT 0 00 0 00 0 00
331 ** FEDERAL GRANTS 0 00 O 00 0 00
334 STATE GRANTS
25 00 2004 HURRICANES 0 00 0 00 0 00
334 xi* STATE GRANTS 0 00 0 00 0 00
335 STATE SHARED REVENUES
27 00 PORT ORANGE 81,170 00 568,190 493, 506. 14 87 974,048 480, 541. 86
27 10 DIRECT BILL 1007.(MP /M8027 757 19,701. 15 2603 5,299 53,917 15 1018 9,094 44,823.15-
27 * P087 ORANGE 81, 927 19, 701. 15 24 573,489 547. 423. 29 96 983, 142 435. 718. 71
28 00 EDGEWATER 42,430 00 297.010 259, 285.80 87 509,162 249, 876.20
28 10 DIRECT BILLED REVENUE 452 2.763. 59 611 3,164 16, 576. 02 524 5. 424 11, 152. 02-
28 a* EDGEWATER 42,882 2,763.59 6 300,174 275, 861. 82 92 514,586 238, 724. 18
29 00 NEW SMYRNA BEACH 60, 878 00 426,146 368, 130. 37 86 730, 536 362. 405. 63
_ 29 10 DIRECT BILLED REVENUE 553 6,157.27 1113 3,871 36, 305.82 938 6,637 29,668.82—
29 to NEW SMYRNA BEACH 61,431 6,157.27 10 430, 017 404, 436. 19 94 737. 173 332, 736.81
30 00 PONCE INLET, TOWN OF 621 4,277 50 689 4,347 5,760.37 133 7.456 1,695.63
31 10 DIRECT BILLED REVENUE 2,949 6,786.69 230 20,643 15, 352.46 74 35.389 20, 036.54
335 j** STATE SHARED REVENUES 189,810 39.686.20 21 1,328,670 1.248, 834. 13 94 2,277,746 1.028.91 1.87
330 *** INTER GOVERNMENTAL 189,810 39, 686.20 21 1,328,670 1, 248, 834.13 94 2,277,746 1, 028, 911.87
360 RISC REVENUE
361 INTEREST EARNINGS
10 00 INTEREST ON INVESTMENTS 0 140. 18 0 1,938.91 0 1,938.91—
_ . 361 ** INTEREST EARNINGS 0 140. 18 0 1, 938. 91 0 1,938.91—
-364 SALE OF 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 RISC REVENUE O 138.00 0 337.49 0 337 49-
369 ** OTHER RISC REVENUE 0 138.00 0 337.49 0 337.49-
- 360 *** RISC REVENUE 0 278. 1B 0 2,276.40 0 2,276.40—
380 NON REVENUES
381 INTERFUND TRANSFER
16 00 TRANSFER FROM 001 0 00 0 00 0 00
run 1 urtnivt,c f 1 33
iy GM259L Rr E REPORT
587. YEAR LAPSED ACCOUNTING PERIOD /2008
CITY OF PORT ORANGE AS OF 04/30 /2008
FUND 832 CONSOLIDATED DISPATCH
ACCOUNT ********** CURRENT #**x* #***i1 ***** * ** YEAR —TO —DATE * *- ***** ANNUAL UNREALIZED
ACCOUNT DESCRIPTION ESTIMATED ACTUAL %REV ESTIMATED ACTUAL %REV ESTIMATE EALANCE -
360 NON REVENUES
381 INTERFUND TRANSFER
20 00 TRANS N/C PERSONAL SER 0 00 0 00 0 00
381 ** INTERFUND TRANSFER 0 00 0 00 0 00
389 OTHER NON REVENUE
10 00 APPROPRIATED FUND EAL 2,707 00 18,949 00 32,491 32,491.00
389 arty OTHER NON REVENUE 2,707 00 18, 00 32,491 32, 491.00
380 *** NON REVENUES 2,707 00 18, 00 32,491 32, 491.00
FUND TOTAL CONSOLIDATED DISPATCH 192,517 39,964.38 21 1,347,619 1,251,110.53 93 2,310,237 1,059,126.47
J LI RL r
rul F
I GM267L� 58% Jl - 11YEAR LAPSED ACCOUNTING PERIOD_ /2009
iTY OF PORT ORANGE
FUND 632 CONSOLIDATED DISPATCH DEPT /DIV 3200 POLICE/
24 ELE 013J ACCOUNT ** * *** * *CURRENT* * ** *i * *** * ** * ** ** *YEAR -TD- DATE ** * * ** ANNUAL UNENCUMB.
-SUB SUB DESCP.IPTION BUDGET ACTUAL 7.EXP BUDGET ACTUAL 7EXP ENCUMBR. BUDGET BALANCE BDGT
52 PUBLIC SAFTEY
521 LAW ENFORCEMENT
12 SALARIES AND WAGES
12 00 SALARIES AND WAGES 83479 80122.92 96 584353 590532. 101 00 1001749 411216.75 59
12 ** SALARIES AND WAGES 83479 80122.92 96 584353 590532.25 101 00 1001749 411216.75 59
14 OVERTIME
14 00 OVERTIME 14074 9311.18 66 98518 76160.95 77 00 168890 92729.05 45
14 41 OVERTIME 14074 9311.18 66 98518 76160.95 77 00 168890 92729.05 45
15 EDUCATION TUITION
15 10 CERTIFICATION /LICENSES 83 00 0 581 00 0 00 1000 1000.00 0
15 11 PHYSICAL EXAMS 37 00 0 257 385.00 150 55.00 440 00 100
15 ** EDUCATION TUITION 120 00 0 838 385.00 46 55.00 1440 1000.00 31
21 FICA TAXES
21 00 FICA TAXES 8037 6629.06 83 56259 50182.83 89 00 96446 46263.17 52
21 *.; FICA TAXES 8037 6629.06 83 56259 50182 -83 99 00 96446 46263.17 52
22 RETIREMENT CONTRIBUTIONS
22 00 RETIREMENT CONTRIBUTIONS 10339 3551.93 34 72373 74229.53 103 00 124078 49848.47 60
22 *is RETIREMENT CONTRIBUTIONS 10339 3551.93 34 72373 74229.53 103 00 124078 49848.47 60
23 HEALTH INSURANCE
23 00 HEALTH INSURANCE 17126 15578.78 91 119882 117299.23 98 00 205521 88221.77 57
23 01 DISABILITY INSURANCE 458 407 00 89 3206 3019.80 94 00 5500 2480.20 55
23 ** HEALTH INSURANCE 17584 15985.78 91 123088 120319.03 98 00 211021 90701.97 57
24 WORKERS COMPENSATION
24 00 WORKERS COMPENSATION 1315 606.19 46 9205 18617.30 202 00 15782 2835.30- 118
24 arts WORKERS COMPENSATION 1315 606.19 46 9205 18617 30 202 00 15782 2835.30- 118
25 UNEMPLOYMENT COMP
25 00 UNEMPLOYMENT COMP 821 75.00 9 5747 2550.00 44 00 9856 7306.00 26
25 ** UNEMPLOYMENT COMP 821 75.00 9 5747 2550.00 44 00 9856 7306.00 26
26 EAP DENEFIT
26 00 EAP BENEFIT 101 83.20 82 707 629.20 89 00 1214 584.80 52
26 ** EAP BENEFIT 101 83.20 82- 707 629.20 89 00 1214 584.80 52
31 _. PROFESSIONAL- SERVICES
1
31 12 LEGAL SERVICES. - 83 00 0 581 00 0 00 1000 1000.00 0
31 13 OTHER PROF. SERVICES 3969 7744.61 195 28374 11350.55 40 3219.06 48225 33655.39 30
31 16.AUDIT FEE 1/4 166 00 0 1162 00 0 00 2000 2000.00 0
31 ** PROFESSIONAL SERVICES 4218 7744.61 184 30117 11350.55 38 3219.06 51225 36655.39 28
34 OTHER CONTRACT SERVICE -
34 17 EAP PROGRAM 125 00 0 875 00 0 00 1500 1500.00 0
34 ** OTHER CONTRACT SERVICE 125 00 0 875 00 0 00 1500 1500.00 0
40 TRAVEL PER DIEM
40 00 TRAVEL PER DIEM 208 00 0 1456 00 0 00 2500 2500.00 0
40 10 EMPLOYEE TRAINING 166 00 0 1162 00 0 00 2000 2000.00 0
40 ** TRAVEL PER DIEM 374 00 0 2618 00 0 00 4500 4500.00 0
✓ Li nL�un rH 1 /L''
7GRAM GM267L__ _.. L 58 7 .� EAR L APSED ACCOUNTING PERIOD
+TY OF PORT ORANGE
FUND 632 CONSOLIDATED DISPATCH DEPT /DIV 3200 POLICE/
DA ELE 013,1 ACCOUNT *********CURRENT********** **********YEAR-TO-DATE******* ANNUAL UNENCUM!3.
SUB SUB DESCRIPTION BUDGET ACTUAL %EXP BUDGET ACTUAL %EXP ENCUMDR. BUDGET BALANCE DDGT
52 PUBLIC SAP
521 LAW ENFORCEMENT
41 COMMUNICATION SERVICES
41 00 COMMUNICATION SERVICES 1.6666 10985.14 66 116662 101015.18 87 93704.19 200000 5280.63 97
41 ** COMMUNICATION SERVICES 16666 10985.14 66 116662 101015. 18 87 93704.19 200000 5280.63 97
43 UTILITY-SERVICES
43 10 ELECTRICAL SERVICES 1541 1318.24 86 10787 9338.35 87 00 18500 9161.65 51
43 ** UTILITY SERVICES 1541 1318.24 96 10787 9338.35 67 00 18500 9161.65 51
44 RENTALS 5 LEASES
44 13 FLEET- FINANCING 676 676.75 100 4732 4737.25 100 00 8121 3383.75 58
44 15 BUILDING LEASE 3666 00 0 25662 00 0 00 44000 44000.00 0
44 ** RENTALS 5 LEASES 4342 676.75 16 30394 4737.25 16 00 52121 47383.75 9
45 INSURANCE
45 10 COMMERCIAL POLICY INS 3291 3700.00 112 23037 26943.00 117 00 39500 12557 00 68
45 16 WORKERS COMP INSURANCE 849 416.81 49 5943 301.70 5 00 10194 9892.30 3
45 19 VEHICLE INSURANCE 56 56.42 101 392 394.94 101 00 677 282.06 58
45 ** INSURANCE 4196 4173.23 100 29372 27639.64 94 00 50371 22731.36 55
46 REPAIR 5 MAINT. SERVICES
46 10 GENERAL EQUIP MAINT 833 624.72 75 5831 4434.36 76 4306.03 10000 1259.61 87
46 12 VEH MAINT MTHLY TRANSFER 266 00 0 1862 1928.96 104 00 3200 1271.04 60
46 16 BUILDING MAINT 530 530.83 100 3710 3715.81 100 00 6370 2654.19 58
46 36 SOFTWARE MAINTENANCE 18416 12560.00 60 128912 212648.57 165 00 221000 8351.43 96
46 ** REPAIR 5 MAINT. SERVICES 20045 13715.55 68 140315 222727 70 159 4306.03 240570 13536.27 94
47 FRINTING 5 BINDING
47 00 PRINTING & BINDING 16 00 0 112 00 0 00 200 200.00 0
47 6* PRINTING & BINDING 16 00 0 112 00 0 00 200 200.00 0
49 OTHER CHARGES
49 02 COMPUTER SOFTWARE 833 00 0 5831 00 0 00 10000 10000.00 0
49 16 COMPUTER HARDWARE 625 00 0 4375 00 0 75.00 7500 7425.00 1
49 19 TAXES, LICENSES, & FEES 197 117.22 60 788 117.22 15 1775.00 1775 117.22- 107
49 ** OTHER CHARGES 1655 117.22 7 10994 117.22 1 1850.00 19275 17307 78 10
51 OFFICE SUPPLIES
51 00 OFFICE SUPPLIES 583 211.83 36 4081 754.11 19 2754.44 7000 3491.45 50
51 ** OFFICE SUPPLIES 583 211.83 36 4081 754.11 19 2754.44 7000 3491.45 50
52 OTHER OPERATING SUPPLIES
52 -00 OTHER OPERATING SUPPLIES 833 478.40 57 5831 2451.87 42 00 10000 7548.13 25
52 10 GAS,DIESEL,OIL,& GREASE 333 185.09 56 2331 1452.35 62 00 4000 2547 -65 36
52 12 UNIFORMS 331 00 0 2319 00 0 00 3976 3976.00 0
52 15 POSTAL SERVICE 16 24.69 154 112 51.87 46 00 200 148.13 26
52 ** OTHER OPERATING SUPPLIES 1513 688.17 46 10593 3956.09 37 00 18176 14219.91 22
54 DUES & MEMBERSHIP
54 00 DUES & MEMBERSHIP 41 00 0 287 175.00 61 00 500 325.00 35
54 01 BOOKS 5 SUBSCRIPTIONS 41 00 0 287 00 0 00 500 500.00 0
54 ** DUES i MEMBERSHIP 82 00 0 574 175.00 31 00 1000 825.00 18
•
� J�H A t'7 : 1M 67 58% EAR LAPSED ACCOUNTING PERI0D 20G8 •
T. Or PORT OP.ANG_
FUND 632 CONSOLIDATED DISPATCH DEPT /DIV 3200 POLICE/
BA ELE OBJ ACCOUNT ****tt* **CURRENT**** ****** **star:- tea* *YEAR —TO— DOTE ** * *** ANNUAL UNENCUMB. % —
SUB SUB DESCRIPTION BUDGET ACTUAL I.EXP BUDGET ACTUAL /EXP ENCUMBR. BUDGET BALANCE BDGT
52 PUBLIC SAFTEY
521 LAW ENFORCEMENT
62 BUILDINGS AND IMPR. TO
62 00 BUILDINGS AND IMPR. TO 83 00 0 581 00 0 00 1000 1000.00 O
62 ** BUILDINGS AND IMPR. TO 83 00 0 581 00 0 00 1000 1000.00 0
63 IMF OTHER THAN BLDGS
63 99 FIXED ASSET TRANSFERS 0 3987 00— 0 0 3987 00— 0 00 0 3987 00 0
63 ** INP OTHER THAN BLDGS 0 3987 00— 0 0 3987.00— 0 00 0 3967 00 0
64 MACH u EQUIPMENT
64 00 MACH 'c EQUIPMENT 83 00 0 581 00 0 00 1000 1000.00 0
64 06 COMMUNICATION EQUIP 416 00 0 2912 00 0 00 5 000 5000.00 0
64 15 ADP EQUIPMENT 416 00 0 2912 3987.00 137 00 5000 1013.00 80
64 ** MACH 5 EQUIPMENT 915 00 0 6405 3987 00 62 00 11000 7013.00 36
99 OTHER NON— OPERATIONS
99 10 CONTINGENCY 277 00 0 1939 00 0 00 3323 3323.00 0
99 tray OTHER NON OPERATIONS 277 00 0 1939 00 0 00 3323 3323.00 0
521 ** ** LAW ENFORCEMENT 192501 152009.00 79 1347507 1315417 18 98 105888.72 2310237 888931.10 62
_ 52 ** ** PUBLIC SAFTEY 192501 152009.00 79 1347507 1315417 18 98 105888.72 2310237 888931.10 62
_ DIV 3200 TOTAL *******
POLICE 192501 152009.00 79 1347507 1315417.18 98 105888.72 2310237 888931.10 62
DEPT 32 TOTAL **4c****
POLICE 192501 152009.00 79 1347507 1315417 18 98 105888.72 2310237 888931.10 62
FUND 632 TOTAL a ratataatr-tttrtEtr
CONSOLIDATED DISPATCH 192501 152009.00 7 1347547 1315417 18 98 105888.72 2310237 888931.10 62
City of Port Orange, Florida
err Notes to Financial Statements (continued)
18. JOINT VENTURE
Communications Interlocal Agency
On January 11, 2002, the Cities of Port Orange, New Smyrna Beach 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
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
544,000. The operating lease rate of this designated area includes all occupancy cost except
maintenance, utilities and property insurance.
Substantially all cost of the CI Agency is allocated to Port Orange, New Smyrna Beach and Edgewater at
44 %, 33% and 23%, respectively. The books and records are maintained using Generally Accepted
Accounting Principles 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. Separate financial statements are not prepared for the joint venture.
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, 2006, ownership of capital assets adjusted the allocation of
beginning year's equity. This reallocation places assets with actual physical locations under the
ownership of the respective jurisdictions. There were no changes in the allocation of capital assets
during the year ending September 30, 2007 so the allocation of beginning year's equity remains
consistent with that of prior years.
*r►
City of Port Orange, Florida
Notes to Financial Statements (continued)
`fir
18. 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, 2007
Port Orange New Smyrna Edgewater Total
Equity in pooled cash
and investments $ 23.3,398 $ 43,101 $ 56,741 $ 333,240
Prepaid Expenses 1,835 1,376 959 4,170
Due from employees .375 282 196 853
Due from other governments 3,474 192,066 149,226 344.766
Total current assets 239,082 2.36,825 207,122 683,029
Total capital assets net of
accumulated depreciation 66,272 56,883 32,421 155.576
Total assets 305,354 293,708 239,543 838,605
Total current liabilities 84,265 63,198 44,047 191,510
Net assets
taw Invested in capital assets 66,272 56,883 32,421 155,576
Unrestricted 154,817 173,627 163,075 491,519
Total net assets $ 221,089 $ 230,510 $ 195,496 $. 647 09
Communication Interlocal Agency
Statement of Revenues, Expenses
and Changes in Fund Net Assets
For the Period Ended September 30, 2007
Port Orange New Smyrna Edgewater Total
Revenues:
Charges for services $ 1,171,775 $ 890,294 $ 610,487 $ 2.672,556
Expenses:
Salary and related cost 848,809 636,607 44.3,696 1,929,112
Operating expenses 255,634 195,171 127,214 578,019
Depreciation expense 40,873 23,475 23,586 87,934
Total expenses 1,145,316 855,253 594,496 2,595,065
Operating income 26,459 35,041 15,991 77,491
Non operating revenue:
Miscellaneous 5,266 3,950 2,754 11,970
Net income 31,725 38,991 18,745 89,461
Illaw
Total net assets - beginning 189,364 191,519 176,751 557,634
Total net assets - ending $ 221,089 $ 230,510 $ 195,496___$__ 647,095
Regional Public Safety Communication Center
Monthly Summary Of Services
2008
Computer Generated IMIS Report
Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Total YTD
"E "mergency 911 Calls 3,265 3,425 3,823 3,493 14,006
Total Abandoned 911 Calls 208 186 194 189 777
Non Emergency Inbound 9,281 8,809 10,259 9,955 38,304
Total lnbd Telephone calls 12,546 12,234 14,082 13,448 52,310
% E -911 Calls of Total Inbd Calls 26% 28% 27% 26% 26.8%
% E -911 Calls Abandoned 6.4% 5.4% 5.1% 5.4% 5.5%
Non "E" Otbd 5,638 5,754 6,447 5,868 23,707
Total Telephone Items 18,184 17,988 20,529 19,316 76,017
RCC Internal Hand Count
Total "E" By City (landline calls)
Port Orange 612 517 622 467 2,218
New Smyrna Beach 361 301 394 269 1,325
Edgewater 232 219 273 209 933
Ponce FR 28 42 31 22 123
South Daytona 57 48 57 42 204
Total Wireless Calls 1,965 1,975 2,224 2,112 8,276
% E -911 Wireless Calls 60.2% 57.7% 58.2% 60.5% 59.1%
Events per Municipality
Port Orange
Fire 652 596 736 692 2,676
Police 6,427 5,830 6,386 6,088 24,731
New Smyrna Beach
Fire 375 436 433 415 1,659
Police 4,634 4,387 5,107 4,809 18,937
Edgewater
Fire 234 240 265 261 1,000
Police 2,635 2,541 2,562 2,619 10,357
Ponce Inlet Fire 56 55 57 46 214
South Daytona Fire 157 161 171 161 650
FD Total Events 1,474 1,488 1,662 1,575 6,199
PD Total Events 13,696 12758 14055 13516 54,025
Total Event Process 15,170 14,246 15,717 15,091 60,224
A
Regional Public Safety Communication Center
• Monthly Summary Of Services
2007
Computer Generated IMIS Report
Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Total YTD AVG /Day AVG/Week
"E "mergency 911 Calls 3,227 3,601 4,407 3,390 3,980 3,661 3,738 3,269 3,320 3,553 3,325 3,374 42,845 117 824
Total Abandoned 911 Calls 316 336 449 372 306 131 184 199 168 219 175 182 3,037 8 58
Non Emergency Inbound 10,772 9,638 10,621 9,700 10,527 10,194 10,635 10,071 9,776 10,613 9,668 9,313 121,528 333 2337
Total Inbd Telephone calls 13,999 13,239 15,028 13,090 14,507 13,855 14,373 13,340 13,096 14,166 12,993 12,687 164,373 450 3161
% E -911 Calls of Total Inbd Calls 23% 27% 29% 26% 27% 26% 26% 25% 25% 25% 26% 27% 26.1%
E -911 Calls Abandoned 9.8% 9.3% 10.2% 11.0% 7.7% 3.6% 4.9% 6.1% 5.1% 6.2% 5.3% 5.4% 7.1%
Non "E" Otbd 6,714 5,464 6,134 5,110 6,117 5,944 6,075 5,577 5,661 6,191 6,017 5,687 70,691 194 1359
Total Telephone Items 20,713 18,703 21,162 18,200 20,624 19,799 20,448 18,917 18,757 20,357 19,010 18,374 235,064 644 4520
RCC Internal Hand Count
Total "E" By City (landline calls)
Port Orange 652 583 767 503 597 386 594 558 386 390 472 618 6,506
New Smyrna Beach 393 389 434 351 428 252 370 329 248 246 310 351 4,101
Edgewater 257 273 253 219 241 168 243 248 171 177 208 213 2,671
Ponce FR 20 29 30 17 20 9 28 28 15 18 25 26 265
South Daytona 61 69 72 46 78 32 58 64 60 45 60 56 701
Total Wireless Calls 1,828 1,830 2,294 1,701 2,187 1,361 2,176 2,055 1,887 2,007 2,245 2,094 23,665
% E -911 Wireless Calls 56.6% 50.8% 52.1% 50.2% 54.9% 37.2% 58.2% 62.9% 56.8% 56.5% 67.5% 62.1% 55.2%
Events per Municipality
Port Orange
Fire 640 592 756 657 577 624 611 596 582 695 595 621 7,546 21 145
Police 6,599 5,740 6,604 6,129 7,341 5,911 6,560 6,531 6,112 6,769 6,068 6,167 76,531 210 1472
New Smyrna Beach
Fire 340 388 412 388 392 363 421 375 418 391 388 367 4,643 13 89
Police 4,646 3,984 4,348 4,110 4,673 4,104 4,626 4,411 4,081 4,621 4,726 4,684 53,014 145 1020
Edgewater
Fire 231 262 255 256 257 226 240 242 228 270 235 253 2,955 8 57
Police 3,777 3,508 3,970 3,509 3,524 3,060 3,424 3,220 3,511 3,193 2,999 2,789 40,484 111 779
Ponce net Fire 36 46 50 39 63 39 53 36 39 48 63 53 565 2 11
South Daytona Fire 189 165 178 170 181 146 163 177 176 185 173 146 2049 6 39
FD Total Events 1,436 1,453 1,651 1,510 1,470 1,398 1,325 1,249 1,443 1,589 1,454 1,440 17,418
PD Total Events 15,022 13232 14922 13748 15538 13,075 14,610 14,162 13,704 14,583 13,793 13,640 170,029
Total Event Process 16,458 14,685 16,573 15,258 17,008 14,473 15,935 15,411 15,147 16,172 15,247 15,080 187,447
RCC FY08 -09 Proposed Budget
• Account FY02 -03 FY03 -04 FY04 -05 FY 05 - 06 FY 06 - 07 FY 07 - 08 % of FY 08- 09 % of
# I Line Item Budget Budget Budget Budget Budget Budget FY06-07 Proposed FY07 -07
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12 -00 Salaries & Wages $ 665,038 $ 912,417 $ 1,138,586 $ 1,237,000 $ 1,293,222 ! $ 1,001,749 22.5% $ 957,000 4.4%
14 -00 Overtime $ 127,633 $ 137,700 $ 144,643 - $ 130,000 $ 136,000 ;I $ 168,890 24.2% $ 130,000 23.0%
21 -00 FICA Taxes $ 56,137 $ 62,365 $ 97,094 ! $ 93,062 $ 97,500 $ 96,446 1.1% $ 85,000 12.0%
22 -00 Retirement Contributions $ 79,942 $ 87,575 $ 101,944 $ 122,367 $ 128,000 $ 124,078 3.1 % $ 120,000 3.0%
23 -00 Health Insurance $ 96,668 $ 130,500 $ 179,071 $ 179,200 $ 193,756 • $ 205,521 6.1% ! $ 205,000 0.0%
25 -00 Unemployment Compensation $ - $ 3,000 $ 1,000 • $ 9,856 885.6% $ 8,000 19.0%
23 -01 Disability Insurance $ 1,250 $ 3,000 $ 6,000 $ 5,000 $ 7,000 • $ 5,500 21.4% ! $ 5,500 0.0%
24-00 Workers Comp Benefit $ 5,075 $ 6,000 $ 7,500 $ 8,000 $ 9,000 $ 15,782 75.4% • $ 15,782 0.0%
45 -16 Workers Comp Ins $ 8,000 $ 12,429 $ 10,194 18.0% $ 13,000 27.5%
34-17 EAP $ - $ 853 $ 1,500 $ 1,500 $ 1,500 $ 1,500 0.0% $ 1,500 0.0%
26 -00 EAP Benefit $ 1,000 100.0% ? $ 1,200 0.0%
52 -12 Uniforms $ 4,581 • $ 8,500 $ 5,000 • $ 4,000 $ 4,000 $ 3,996 0.0% . $ 2,500 37.0%
15 -11 Physical Exams $ 1,500 $ 1,500 $ 1,000 $ 1,000 $ 1,000 $ 420 58.0% $ 300 28.5%
Total Personnel $ 1,037,824 $ 1,350,410 $ 1,685,338 $ 1,789,129 $ 1,885,407 $ 1,643,932 12.7% $ 1,544,782 6.0%
31 -12 Legal $ 935 • $ 1,000 $ 1,000 $ 1,000 0.0% $ 1,000 0.0,6
31 -16 Audit Fee $ 3,000 $ 3,500 $ 2,000 j. $ 2,000 „ $ 2,000 $ 2,000 0.0% ! $ 2,000 0.0%
31 -13 Other Professional Services $ 109,325 $ 106,800 $ 40,981 $ 81,000 $ 60,000 $ 50,000 16.7% : $ 50,000 0.0%
Total Professional Services $ 113,260 $ 110,300 $ 42,981 $ 84,000 $ 63,000 $ 53,000 15.9% ? $ 53,000 0.0%
40 -10 Employee Training $ 10,000 $ 4,000 $ 4,200 $ 5,000 $ 20,000 $ 2,000 90.0% I: $ 2,000 0.0%
40 -00 Travel $ 6,000 ! $ 7,200 $ 8,000 $ 7,500 $ 10,000 $ 2,500 75.0% $ 1,000 60.0%
15 -10 Certification & Licenses $ 1,000 $ 1,000 $ 1,000 ;! $ 1,000 0.0% ! $ 1,000 0.0%
15 -00 Education Tuition $ - • $ 4,000 $ 1,000 $ 1,000 $ 1,000 $ - $ -
Accreditation (Prof Srvcs) $ 10,000 $ - $ -
Total Training & Certification $ 16,000 $ 15,200 $ 14,200 $ 24,500 $ 32,000 $ 5,500 82.8% $ 4,000 27.0°!°
........... :....,........ ..:...........::...: �::... �..:.::::::::::. �::::::::::::::::,::::::•:::::.::: :.:.::::::::::::::::::.:::::::: «.l;v. n:::.: h:::::::::::: v:: , :: ?:: ?n:..:::::::::::::::::w.F. �::: iii ?.y:::ii:•�:ii is %iii::: ? %'.::'r'S::SSi }:::•�: ii : ? %:Fii'F.S%i:5:iiii % }i:
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'£ 7�73T![ � 57t: i71Sii4) �Mii{ I�. V'. S!:> iiiiiiii��:%:%`• i:% i:%:%%: v: �!: iiiiiii ::iiiiS%iiiiiiiiiiiiiiiiiiii iii:: jj::?:: iiiii %ii:: %iii iiii: %: %iiii::i iii: iiiiiiiiiiiiiiiiiiiiii :iiiiiiiii ii: %i: %i: %i: % iiii:i:<:iiii:%ii: iiiiiiii iii: iiii:% i fi ri:} :i:i:iiii: % :iii:%i: %i'ii:%if :':i: ;iii::i:: ?:: :iii. :
43 -10 Electrical Services $ 14,063 $ 13,844 $ 15,000 $ 14,000 '! $ 15,000 $15,000 0.0% '? $ 18,500 0.0%
44 -15 Building Lease $ 44,000 $ 44,000 $ 44,000 .' $ 44,000 $ 44,000 $44,000 0.0% $ 44,000 0.0%
46 -16 Building Maintenance $ 5,812 $ 6,500 $ 7,500 $ 7,000 $ 7,000 $0 100.0% $ 6,300 0.0%
62 -00 Buildings & Improvements $ 20,844 $ 5,000 $ 2,000 $ 2,000 $ 2,000 $1,000 50.0% $ 1,000 0.0%
45 -10 Liability /Property Ins $ 39,216 $ 15,307 $ 26,450 $ 20,000 $ 20,000 ! $20,000 0.0% :! $ 45,000 14.0%
Total Building & Maintenance $ 123,935 ! $ 84,651 $ 94,950 $ 87,000 $ 88,000 $ 80,000 9.1% '! $ 114,800 5.0%
•
RCC FY08 -09 Proposed Budget
Account FY02 -03 FY03 -04 FY04 -05 FY 05 - 06 FY 06 - 07 FY 07 - 08 % of FY 08- 09 % of
# Line Item Budget Budget Budget Budget Budget Budget FY06 -07 Proposed FY06 -07
44 -13 Fleet Financing $ 3,096 $ 8,096 $ 4,000 $ 4,000 $ 11,289 $ 8,121 28.0% ! $ 4,000 51.0%
45 -19 Vehicle Insurance $ 1,922 $ 2,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 0.0% $ 4,000 0.0%
46 -12 Vehicle Maintenance $ 2,300 $ 1,750 $ 6,200 $ 3,200 $ 4,200 $ 3,200 28.5% : $ 3,200 0.0%
46 -15 Vehicle Maint /Repair $ 900 J $ - $ 4,500 $ 1,000 $ 1,000 $ - 100.0% ! $ - 0.0%
52 -10 Gas, Diesel, Oil, & Grease $ 1,500 $ 1,500 $ 4,000 $ 4,000 $ 4,000 $ 4,000 0.0% $ 4,000 0.0%
Total Vehicle & Maintenance $ 9,718 $ 13,346 $ 22,700 : • $ 16,200 $ 24,489 $ 19,321 29.2% $ 15,200 21.0%
41 -00 Communication Services $ 102,044 $ 152,368 $ 155,000 r': $ 155,000 $ 225,000 ';, $ 200,000 11.1% $ 180,000 10.0%
Total Communication Services $ 102,044 • $ 152,368 $ 155,000 $ 155,000 $ 225,000 $ 200,000 11.1% $ 180,000 10.0%
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49 -02 Computer Software $ 180,656 ' $ 156,000 $ 105,000 $ 50,000 $ 40,400 $ 10,000 75.2% $ 2,500 75.0%
46 -36 Software Maintenance $ 53,580 $ 174,000 $ 150,000 $ 230,000 • $ 211,000 $ 221,000 4.7% ! $ 221,000 0.0%
49 -16 Computer Hardware $ 14,680 ; $ 15,970 $ 75,000 ! »' $ 25,000 • $ 26,190 $ 7,500 71.4% $ 5,000 33.0%
Total Computers & Maintenance $ 248,916 $ 345,970 $ 330,000 $ 305,000 ; $ 277,590 $ 238,500 14.1% $ 228,500 4.1%
........::::. ..............;:.;;;;>:;::::;.... .:;;;; %i:; <iiiii > ?:::iz::i::ii� is >:iir:�:: ii: isiiiii�:.>:.> i:::<<: ii:< ii: ;:<s«i:i:::<•ii::ii: %::;i::i;;: iii :ii:ii:ii:<::i %:�i::i�:isii: >: iii:. isisi :;:;is;: %•;:•:;•:isi::: iii:: i:: i::: isii:: i::ii:i:ii » >i:i >:::i:i::iiiiiix
64-00 Machinery & Equipment $ 12,320 $ 12,000 $ 5,200 $ 5,000 $ 4,000 $ 1,000 75.0% • $ 1,000 0.0%
64 -06 Communication Equipment $ 15,104 • $ 26,271 $ 15,000 • $ 7,500 $ 55,000 ,I $ 5,000 90.9% $ 5,000 0.0%
64-15 ADP Equipment $ 69,429 !' $ 37,350 $ 35,000 $ 65,000 $ 89,600 ! $ 5,000 94.4% • $ 5,000 0.0%
46 -10 General Equip. Maint. $ 41,207 $ 15,000 $ 20,000 $ 18,000 $ 18,000 ;! $ 10,000 44.4% $ 8,000 20.0%
Total Equipment $ 138,060 . $ 90,621 ! $ 75,200 $ 95,500 $ 166,600 $ 21,000 87.4% $ 19,000 9.5%
:`:iiiii::i:i:i:i iii:iii'>;:;; >;::i >:� �: isisii:>:ii:ii:iii:ii:ii:�`• ii:i � iii:: >:. <. • ii2' r.•::: i3: » z>::»: : >::$:::$ »::$::<i >� %: >:� >:�
51 -00 Office Supplies $ 5,029 , $ 17,000 $ 13,490 $ 10,000 $ 10,000 $ 7,000 30.0% $ 7,000 0.0%
52 -00 Other Operating supplies $ 33,940 $ 26,250 $ 10,000 $ 10,000 $ 11,600 $ 10,000 13.8% $ 10,000 0.0%
52 -15 Postal Service $ 700 $ 750 $ 500 $ 500 $ 200 $ 200 0.0% $ 200 0.0%
47 -00 Printing and Binding $ 3,300 $ 2,000 <' $ 2,000 $ 200 90.0% $ 200 0.0%
49 -01 Advertising $ 1,000 $ 1,000 $ 1,000 $ - 100.0% 0.0%
Total Operating Cost $ 39,669 • $ 44,000 $ 28,290 '! $ 23,500 - $ 24,800 $ 17,400
54-00 Dues & Membership $ 1,000 $ 2,500 $ 3,000 $ 3,000 $ 2,000 $ 500 75.0% $ 300 40.0%
54 -01 Books & Subscriptions $ 125 $ 2,500 $ 2,500 : $ 2,500 $ 2,500 $ 500 80.0% $ 200 60.0%
Total Professional Development $ 1,125 • $ 5,000 $ 5,500 LL $ 5,500 $ 4,500 $ 1,000 77.8% $ 500 50.0%
RCC FY08 -09 Proposed Budget
99 -10 Contingency
Total Non - Operations
Account FY02 -03 FY03 -04 FY04 -05 FY 05 - 06 FY 06 - 07 FY 07 - 08 % of FY 08- 09 % of
# Line Item Budget Budget - Budget Budget Budget Budget FY06 -07 Proposed FY06 -07
Ponce Inlet Fire / Rescue $ 5,000 $ 5,000 $ 5,000 0.0% $ 6,700 34.0%
South Daytona Fire / Rescue $ 29,000 $ 29,000 0.0% $ 29,000 0.0%
IT Support $ 30,000 100.0% $ - 100.0%
Total Income $ 34,000 $ 64,000 88.2% • $ 35,700 44.0%
FY02 -03 FY03 -04 FY04 -05 FY 05 - 06 FY 06 - 07 FY 07 - 08 % of FY 08- 09 % of
Totals Budget Budget Budget Budget Budget Budget FY06 -07 Proposed FY06 -07
Total Expense $ 2,791,386 $ 2,279,653 18.3% $ 2,177,182 4.5%
Total Income $ 34,000 $ 64,000 88.2% $ 35,700 44.0%
Total Budget $ 1,830,551 _ $ 2,211,866 $ 2,454,159 _ $ 2,585,329 $ 2,757,386 $ 2,215,653 _ 19.6% $ 2,141,482 5.3%
Cost Share FY02 -03 FY03 -04 FY04 -05 FY05 -06 FY06 -07 FY 07 - 08 Budget FY 08 - 09 Proposed
City $ 1,830,551 $ 2,211,866 $ 2,454,159 $ 2,585,329 $ 2,757,386 $ 2,263,248 $ 2,141,482
City Of Port Orange I $ 805,442 $ 973,221 $ 1,079,830 $ 1,137,544 $ 1,249,637 $ 995,829 $ 942,252
City Of New Smyrna Beach $ 604,082 $ 729,915 $ 809,872 $ 853,158 $ 937,227 $ 746,872 $ 706,689
City Of Edgewater I $ 421,027 $ 508,729 $ 564,456 $ 594,625 $ 653,219 $ 520,547 $ 492,540
tilMrr' * *awl vie
Communications Inter -local Agency
RCC FY08 -099 Draft Budget Summary
Submitted 05/13/08
Philosophy:
This 1'Y08 -098 budget draft was prepared acknowledging the impact of the state legislative
tax initiatives to local government funding.
You will find listed on the worksheet, budgets from FY02 -03 thru FY07 -08 for comparative
value. You will also see two columns of figures labeled % of FY06 -07 and % of FY07 -08. The two
columns denote the percentage of increase or decrease of the previous year for that line item. You
will note that this budget reduces an additional 5.3 percent on top of last year's 18 percent cuts.
This budget summary provides explanations and methodologies used to arrive at these
budget figures.
Personnel:
I n FY05 -06, the CL1 Governing Board approved a budget that increased RCC's authorized
personnel strength to 47 employees. Last year's budget froze all vacant positions. Currently at 34
total staff, this leaves 13 positions vacant. By not filling the vacancies and fluctuating on our shift
minimums, RCC is on track to realize a savings in wages and benefits of $100,000 to $150,000 in this
current fiscal year. With these projections factored, RCC is proposing a 6 percent increase for staff
vet still realizing an overall 6.1 percent reduction in personnel costs:
Professional Services:
No change to Professional Services line items. The proposed budget will be sufficient to
maintain the requirements for Professional Services.
Training and Certification:
:A 20 percent overall reduction was achieved by cutting travel expenses by 60 percent.
Employee training and certification line items remain unchanged.
Building & Maintenance
These line items are uncontrollable such as Building Lease, FPI, costs and Insurance
premiums. RCC has increased the Buildings and Improvements line item 5 percent due to projected
increases in FPL services
Vehicle & Maintenance
%ow fleet financing is cut 21 ° /0. One of our two leased vehicles will be paid off this year
[hereforc reducing our lease line item by half.
RCC Budget Summary FY08 -09 5/22/2008
Communication Services
Communication Services encapsulates the expenses associated with Frarnc Relay Circuits,
connection charges for Bell South and Sprint for mobile connectivity'. A 10 percent reduction is
budgeted due to an initiative we are undertaking to switch our air card contract over to the State of
Florida to realize a $20,000 a year savings.
Computers & Maintenance
Due to the significant technology upgrades we performed last budget year, we're forecasting
an additional 75% reduction for software needs next year. Likewise, the Computer Hardware line
item has been reduced by 33 %. RCC has not received any requests from our partner agencies for
hardware purchases. Our Maintenance costs are estimated to remain the same, therefore realizing
and overall 4.1 percent reduction in Computers and Maintenance.
Equipment
Based on current projections, RCC has trimmed our General Equipment Maintenance line
item by 20 percent. The remaining line items are unchanged realizing an overall reduction of 9.5
percent in 1.c1uipment expenses.
Operating Cost
low
Total Operating expenses remain unchanged at $17,400.
Professional Development
Professional Development expenses have been cut by 50 %. Last year we eliminated dues
and memberships in professional organizations where not bound by employment contract.
Contingency
'The CI :A Board has directed RCC to maintain at minimum, a 15°'o Contingency Fund
balance annually. Without any increase in this proposed budgets, the current fund balance should
exceed 15 °o and not require a line item expense.
Income
RCC is currently in contract renewal with the Town of Ponce Inlet..A 34 percent increase in
fees has been presented to bring into line a more accurate cost per call charge. South Daytona
remains unchanged.
RCC Budget Summary FY08 -09 2 5/22/2008
•
Summary
fir+ RCC presents to the Communications Interlocal Agency Executive Board its proposed
FY08 -09 budget. With the proposed 5.3 percent overall reduction, RCC is operating at or below
1'Y0 3 -04 budget numbers. Staff continues to meet the demands of a 4.5 percent increased call
volume and performs at an exemplary level.
As always, I am available to discuss any and all items submitted in the draft budget document. 1
truly believe that RCC can remain an asset to each community we sen-e, even under these significant
constraints to provide quality customized service within our distinctive best practices environment.
Respectfully submitted,
—7
David 13. Bubb, Director
Regional Communications Center
err
law
RCC Budget Summary FY08 -09 3 5/22/2008