HomeMy WebLinkAbout20111301.tiff WELD COUNTY E-911 EMERGENCY TELEPHONE
SERVICE AUTHORITY BOARD
Marchl5th, 2011
The Weld County E-911 Emergency Telephone Service Authority Board met in session on
Tuesday, March 15th, 2011 at noon.
ROLL CALL:
The meeting was called to order by Chairperson Barbara Kirkmeyer. Present were Board Members
Barbara Kirkmeyer, Mitch Wagy, Kevin Halloran, Juan Cruz,Jim Burack and Gary Sandau. Randy
Winsett was excused absent. Staff members present included Mike Savage, Dave Mathis,Anne
Mioduski, and Susan Johnson. Blake Abercrombie(ACS), Barb Connolly, (accounting)and Donna
Sapienza(Greeley City Council)were also present. A quorum existed.
PUBLIC COMMENTS:
The public was invited to comment on business of the E-911 Board, no comments heard.
MINUTES:
Kevin Halloran moved, Gary Sandau seconded a motion to approve the minutes of the
February 15th, 2011 meeting, the motion was approved unanimously.
OLD BUSINESS:
1. Staff Report: Dave Mathis presented Dispatch stats for February 2011, [refer to Sgt.
Mathis' "February 2011 WCRCC Monthly Reports"].
• 4 employees resigned to move to the Ft. Collins dispatch center
• 11 people were interviewed Monday, 5 were approved for backgrounds
• Mitch asked about hourly or part-time dispatchers moving up to fill vacancies.
The hourly/part time dispatchers will pick up as many hours as possible, but have
other obligations to family or career and are not available to be full-time.
Reference Steve Blois' presentation to the board last month requesting Intrado units
for EOC notifications:
• Steve drafted a MOU as directed at the E-911 board last month, presented to the
Comm Board, and it has been forwarded to City and County legal for review.
• Dave recommends giving 2,000 billing units to any interested agency—will report
back to the Board after the respective lawyers have examined the MOU.
2. Radio Upgrade report: Dave met with WAC yesterday; all of the parts have arrived.
WAC will begin programming them in their shop; will begin working in our back
room this week. No activity in the Center until early April, go-live in mid-May.
3. CAD RFP update: Blake reported on the Spillman update: MDTs-ACS is reaching
out to all groups who will be on the system, advising the specs for the Spillman
equipment. Network-PO's were sent and equipment ordered, working on timelines.
Software-current focus is on workflow and working out timelines. Spillman will be
invited to sit with each group. Blake will attend the Weld Police Chief meeting
tomorrow to remind them about specs for the system.
4. E-911 Fees: Mike Savage advised that the Qwest and Verizon fee disputes were still
in Bruce Barker's hands. They hope for a resolution by next meeting.
5. Zone 3 upgrade: Dave presented the final bill for the Zone 3 upgrade at $2,550.85, it
came in slightly lower than the original estimate.
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NEW BUSINESS:
1. Treasurer Reports: In Randy's absence, Barb Connolly submitted the Treasurer's
report. Salaries should be included in the services section, not under phones.
2. Expenditures, Procurement, Asset disposal: Barb Kirkmeyer provided the
following handouts: a.) 1st Quarter purchase request from Dave Mathis dated March
15, 2011 b.) A copy of the 911 bylaws, c.) A memo dated June 23, 2008 regarding
E911 payment processing, d.) "Use of 911 funds collected" from the IGA and e.)
Weld County's disposal of surplus property policy. She expressed concern that E911
is not following the proper process for expenditures, procurement and asset disposal.
• The E-911 board must approve non-recurring expenditures. Typical monthly charges
can be paid without board approval (e.g. salary). Barb Kirkmeyer noted that Dave
Mathis has a credit card and that the board should be aware of purchases going on this
card. Barb Connolly explained the limits on this card ($500 per transaction, $2500
limit, blocked at certain places). Barb Connolly will produce a report each month with
the expenditures on them, to include with the monthly treasurer's report. The report
would be cumulative over the course of the year.
• The board discussed Dave Mathis' memo dated March 15, 2011, the purchase of
Dispatch equipment and supplies for is' Quarter, 2011. Barb Kirkmeyer asked if the
E-911 Board has a procurement policy. Mike Savage stated that the board follows the
County's procurement policies. The County requires 3 bids for purchases. Dave
Mathis stated that he had already compared prices for these 1s` Quarter requests, and
would be willing to provide bid comparisons for these and future expenditures.
Another consideration is the ongoing customer support for items such as the headsets.
Once a vendor has been identified, using them for the entire year ensures customer
service e.g. repairs. Juan Cruz moved, Jim Burack seconded a motion to approve the
expenditures as presented in the memo since they all fall under budget line items,
with direction to staff to shop around for the best pricing. Motion carried
unanimously. Monthly minutes will be forwarded to Barb Connolly so she knows
which invoices have been approved for payment. In the event a purchase must be
made prior to a scheduled E-911 Board meeting (e.g. if a server blows up and needs to
be replaced ASAP), a policy needs to be drafted to obtain electronic sign-off for
emergency purchases. Dave will draft an electronic approval system and bring it back
to the board.
• Barb Kirkmeyer asked if the E911 board has an asset disposal policy. She explained
that Barb Connolly has an inventory list which she reviewed and found a portable
radio tower had been disposed of after the tornado in 2008. Mike Savage stated that
the County officials were notified when it went down. Since there was no asset
disposal policy in place, the tower was not accounted for in any insurance claims or
on FEMA reports. The Board discussed some considerations for E-911 assets.
o The E-911 board will follow the County's asset disposal policy
o Items $5,000 or greater should be tagged as assets
o All capital items purchased with 911 funds should be on an inventory separate
from the County's inventory. As items are disposed of, the money should go
back into E911 funds.
Barb Connolly has an inventory list. She will send the list to Dave Mathis; he will
update it annually and include it on his annual report.
3. Approval of expenditures: Barb Kirkmeyer raised the question how it is decided
what E-911 pays for vs. the City/County IGA/cost sharing agreement. This topic will
be discussed in the future.
4. Invoices: Mike Savage presented an invoice from Contact One Software
Maintenance in the amount of$1961 - $2,000 was budgeted for this item, which
provides support for the MSAG software. Jim Burack moved, Juan Cruz seconded a
motion to approve the Contact One software invoice. Motion carried unanimously.
Blake will check to see if this conversion software will be necessary next year after
the CAD Spillman conversion.
Mike Savage presented invoices from Motorola Inc. for $140,577 and $873,708.
These are due as milestones of the radio project have been met. Kevin Halloran
moved, Mitch Wagy seconded a motion to pay the Motorola invoices $140,577 and
$873,708 as billed. Motion carried unanimously.
5. Staffing plan & WCRCC organizational chart, future budget and funding of
personnel (a, WCRCC: Barb Kirkmeyer met with Commissioner Rademacher and
Commissioner Garcia to review prior E-911 budget cycles. She would like the E-911
Board to start being aware of next year's budget. The following items were discussed:
o The last 20 cent E-911 fee increase in Weld County was earmarked to provide
5 fire dispatchers and other positions (MSAG coordinator and I.T. person)
o The past two years the E-911 Board has helped pay for dispatcher overtime. Is
the Board willing to pay this in next year's budget, is it affordable?
• Juan Cruz pointed out there are different overtime categories, for
regular operation costs and for training. The City and County
approached the E-911 Board in the past to help cover overtime costs.
All three need to be involved in salary and budget decisions.
o Dispatcher salaries have been brought up at the last E-911 and Comm board
meetings, this will impact budget planning. The City Council has been made
aware of positions in the City which are not salary competitive to the area, and
will be sharing that with the Oversight Board soon.
• Ft. Collins passed a bond to increase funding for staff.
o As a Board we have been using the City and County Attorneys for legal
advice. It may be time for the E-911 Board to have our own independent
attorney to represent the interests of the Board. This would need to be included
in planning the budget.
o ACS needs to provide dollar costs for the computer system for planning the
next budget.
o Jim Burack added that when determining the fund to pay for items, we need to
try and match the mission of the agency with the expense. Cost paid by 911
should benefit 911. Barbara Kirkmeyer added that 911 funds are also statute
driven.
o These funding concerns will be discussed again next month.
Barbara Kirkmeyer announced that a Long-Range Planning sub-committee had been
established at last month's Communications Advisory Board, and interested E-911 Board
members were welcome to attend the first meeting today at 3 p.m. As there was no further
business the meeting adjourned at 13:30 p.m.
Minutes taken by Susan Johnson
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