HomeMy WebLinkAbout20101437.tiff RESOLUTION
RE: APPROVE INTERGOVERNMENTAL AGREEMENT FOR PROVISION OF PUBLIC
SAFETY INFORMATION SYSTEM AND AUTHORIZE CHAIR TO SIGN - CITY OF
GREELEY
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Intergovernmental Agreement for the
Provision of a Public Safety Information System between the County of Weld, State of Colorado, by
and through the Board of County Commissioners of Weld County, and the City of Greeley,
commencing upon full execution of said agreement, with further terms and conditions being as
stated in said agreement, and
WHEREAS,after review, the Board deems it advisable to approve said agreement,a copy of
which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Intergovernmental Agreement for the Provision of a Public Safety
Information System between the County of Weld, State of Colorado, by and through the Board of
County Commissioners of Weld County, and the City of Greeley be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 7th day of July, A.D., 2010.
BOARD OF COUNTY COMMISSIONERS
WELD GOUTY, COLORADO
ATTEST: 7,
ougla Rademacher, Chair
Weld County Clerk tot ..: . j
EXCUSED
4/ Barbara Kirkmeyer, Pro-Tem
Deputy Clerk4'o the Boar. ' "-
Sean P. Cop?:y
APPR AS TO FO
Wi iam. Garcia
C ty Attorney EXCUSED
David E. Long
Date of signature: �yc�.o/o
a or 4o Caret)€ 2010-1437
-n-°1-10 CM0018
INTERGOVERNMENTAL IGA FOR THE PROVISION OF PUBLIC SAFETY
INFORMATION SYSTEM IN WELD COUNTY, COLORADO
THIS AGREEMENT, made and entered into this 7`h day of July, 2010, by and between
the CITY OF GREELEY, by and through the City Council of the City of Greeley, Colorado
(hereinafter referred to as "City"), and the COUNTY OF WELD, COLORADO, by and through
the Board of County Commissioners of Weld County, Colorado (hereinafter referred to as
"County").
WHEREAS, the operation and maintenance of a communications dispatch center,
criminal records management, ambulance, and criminal justice information system are proper
governmental functions of both the City and the County, and
WHEREAS, both parties desire to continue to combine their communication dispatch,
criminal records, and public safety information system (collectively referred to herein as "the
Public Safety Information Network") for the purposes of economy, efficiency, and enhanced
public safety services, through this Intergovernmental Agreement (hereinafter referred to as
"IGA"), and
WHEREAS, the parties previously entered into previous intergovernmental agreements
on this subject, entitled, "Intergovernmental Agreement for Provision of Communications,
Records, and Criminal Justice Information Systems," dated May 3, 1993, as amended by
document entitled, "Amendment to Intergovernmental Agreement," dated May 2, 1994, and this
IGA is intended to supersede both of those intergovernmental agreement, and
WHEREAS, this IGA defines the rights, responsibilities, and duties of the parties hereto,
and
WHEREAS, the City and the County are authorized to enter into this IGA, by virtue of
Section 29-1-203, C.R.S.; Article II, Section 2-3, Weld County Home Rule Charter; and the City
of Greeley Charter, Section 3-7.
NOW, THEREFORE, in consideration of the following mutual agreements and
covenants, the City and the County hereby agree as follows:
1. Contract Representatives: City and County shall each designate, in writing,
Contract Representatives to serve as contract managers and spokespersons for the
respective entities.
2. Weld County Regional Communications Center: County shall provide the
buildings for the Weld County Regional Communications Center (hereinafter
referred to collectively as "Center") to provide for the physical needs of the
Public Safety Information Network, which shall include, but not be limited to, the
following buildings and sites in Greeley, Colorado: the Law Administration
building at 1950 O Street (Dispatch), the former Human Resources and
Development building at 1551 N. 17`h Avenue, and the back-up dispatch center
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located on 35`h Avenue. The indirect cost of the facility shall be incorporated into
the cost allocation formula set forth in Paragraph 22, below.
3. Provision of Utilities to Center: County agrees to provide water, sewer, gas, and
electricity for the Center and the costs shall be incorporated into the cost
allocation formula set forth in Paragraph 22, below. County and City shall each
pay for their own telephone service, which shall be billed to each by County.
4. Equipment and Furniture at Center: City and County have each provided or
acquired ownership of equipment and furniture currently located in the Comm
Center. Ownership shall remain with each of the respective entities for equipment
and/or furniture provided by it.
5. Repair, Maintenance, and/or Renovation of Center: County agrees to repair,
maintain, and/or renovate the Center whenever necessary as determined by
County. County agrees to provide interior janitorial maintenance, housekeeping
supplies, and preventative maintenance of the Center. These costs shall be
incorporated into the cost allocation formula set forth in Paragraph 22, below.
6. County-wide Emergency Dispatching Services: City agrees to provide County-
wide emergency communications services to all law enforcement, fire, and
ambulance agencies specified in the attached Exhibit "A." City agrees to provide
day-to-day maintenance of all radio equipment utilized by the Center, including
all tower and radio transmission and receiving equipment, to facilitate the receipt
of E-911 calls, and to dispatch appropriate emergency response agencies, per the
policies and procedures established by the Weld County Communications
Advisory Board. These costs shall be incorporated into the cost allocation
formula set forth in Paragraph 22, below.
City agrees to answer County phone switchboard calls after hours to include all
hours, except Monday through Friday, 7:30 a.m. to 5:30 p.m., and excepting
County holidays. During after-hour coverage, City will page on-call County and
court employees, as required. County shall pay for and maintain the County phone
system.
7. Public Safety Information System: Since the inception of the original IGA, the
City has installed, updated and maintained a public safety information system,
including a computer-aided dispatch, records management system, law (civil
process - DA/Courts interface), mug shot, paramedic billing interface, and jail
automated system known as the "Tiburon" system. In May, 2010, the City issued
a request for proposal ("RFP") for software systems to replace the Tiburon system
("New System"). Upon the date of contracting for purchase of the software, and
for eighteen (18) months after the date the contract is signed, or October 1, 2010,
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whichever is later ("IT Migration Period"), County shall, through an agreement
with ACS Government Systems, Inc., manage and maintain the public safety
information system. At least sixty (60) days prior to the end of the IT Migration
Period, the Oversight Board referred to in paragraph 21, below, shall meet to
discuss whether or not County management of the New System shall continue
beyond the IT Migration Period. (If both parties do not agree to continue with
County management of the New System beyond the IT Migration Period, said
contract with ACS may, if necessary, be extended for additional ninety (90) days
periods after the end of the IT Migration Period.) These costs shall be
incorporated into the cost allocation formula set forth in Paragraph 22, below.
8. Criminal Records and Warrants Management: City agrees to provide criminal
records management services for the Weld County Sheriff, including, but not
limited to, automated dictation system, incident reporting, records operations,
excluding booking and arrest records. Records shall be located at the Center. The
Sheriff shall designate a deputy custodian for all Weld County Sheriff records in a
separate document who shall be responsible for the safekeeping and maintenance
of such criminal records. These costs shall be incorporated into the cost
allocation formula set forth in Paragraph 22, below.
9. Weld County Communications Advisory Board: The Weld County
Communications Advisory Board shall continue to operate in accordance with its
bylaws, as they are amended from time-to-time. A copy of said bylaws are
attached hereto as Exhibit "B." City shall provide staff services to the Advisory
Board.
10. E-911 Authority Board: City, via the City's Chief of Police, or his or her designee,
shall perform the administrative duties of the Weld County E-911 Authority
Board per the bylaws of said Board, as they are amended from time-to-time.
11. Public Safety Information System Users Group: The Public Safety Information
System Users Group (hereinafter referred to as "Users Group") shall provide
continuing guidance to City, County, Weld County IT Site Manager, and the
Public Safety Information System Oversight Board on service policies related to
the on-going and system wide technological approach for the administration of
the Tiburon and/or New System, in accordance with bylaws, as they are amended
from time-to-time and approved by City and County. A copy of said bylaws are
attached hereto as Exhibit "C." The Users Group shall be comprised of the
following: Greeley Police Department Dispatch, Greeley Police Department
Records, Weld County Sheriff's Office, District Attorney, Weld County
Paramedic Service, Union Colony Fire Rescue Authority/Greeley Fire
Department, Weld County Police Chiefs Association (non-City member), Weld
County Fire Chiefs Association (non-City member), Weld County IT Site
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Manager (ex-officio, non-voting), City of Greeley IT Manager (ex-officio, non-
voting).
12. Maintenance of Public Safety Radio Network: City agrees to maintain all
equipment associated with dispatching calls, and shall keep all records and data
pertaining to the performance of such maintenance. A list of all such equipment,
current as of the date of signing of this IGA, is set forth in Exhibit "D," which list
shall change over time in accordance with modifications and upgrades of such
equipment. Costs incurred by City in the course of such maintenance shall be
incorporated into the cost allocation formula set forth in Paragraph 22, below.
City is not responsible for maintenance of end-user radio equipment, nor is it
responsible for maintaining the fiber-optic connections and equipment to enable
such connection between towers.
13. Licensing and Compliance with Applicable Laws: City shall maintain all current
FCC licenses for all radio frequencies in the Public Safety Radio Network in the
name of the original license holder. City agrees to comply with all applicable
federal, state, county, and local laws, rules, regulations, ordinances, orders, and
decrees in effect at the time of execution of this IGA. The parties agree that later-
enacted laws, rules, regulations, ordinances, orders, and decrees may require
modification of this IGA. City agrees to indemnify, defend, and hold harmless
County, by and through the Board of County Commissioners of Weld County and
its employees against any claim or liability arising from City's violation of any
such applicable laws, rules, regulations, ordinances, orders, or decrees, to the
extent provided (or limited) by law. Costs incurred by City in the course of such
maintenance shall be incorporated into the cost allocation formula set forth in
Paragraph 22, below.
14. Records: Certain records held by City or County, as they relate to this IGA, may
be considered open records, pursuant to Colorado Statute.
15. Employment Status: It is expressly agreed and understood that City and its
employees are not agents, servants, or employees of County. All employees of
City shall work exclusively for City and shall not be considered employees of
County nor shall they be eligible for County benefits. This IGA specifies the
nature and extent of the work to be done by City, but the method utilized to
accomplish the work shall be the responsibility of City. County assumes no
liability for City employees who may be injured while working in the Center
owned by County. City assumes no liability for County employees or employees
subcontracted by County who may be injured while working in the Center.
16. Contracting: City may contract services to be performed hereunder. City shall
advise County of all contracts involved in providing the services herein. No
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contract shall, under any circumstances, relieve City of its liability and obligation
under this IGA; and despite such contracting, County shall deal through City, and
contractors will be dealt with as workers and representatives of the Contractor.
County may contract services to be performed hereunder. County shall advise
City of all contracts involved in providing the services herein. No contract shall,
under any circumstances, relieve County of its liability and obligation under this
IGA; and despite such contracting, City shall deal through County, and
contractors will be dealt with as workers and representatives of the Contractor.
City may not contract emergency service dispatching services without County
approval.
17. Non-Liability: City and County agree that in no event shall either County or City
be liable or responsible to each other, or to other persons due to any stoppage or
delay in work herein provided for, where such stoppages or delays result from
acts of God, fire, war, legal, or equitable proceeding, or any other cause which is
outside the control of City or County.
18. Hours of Operation by City of County-Wide Emergency Dispatching Services:
The County-Wide Emergency Dispatching Services shall be operational every
day of the year, twenty-four hours per day.
19. Term: City and County agree that this IGA shall begin upon date of signature of
both parties and extend for a period of five (5) years thereafter, and shall be
renewed automatically for additional sixty (60) month periods thereafter. Either
party may terminate this IGA by delivering written notice to terminate to the other
at least eighteen (18) months prior to the intended date of termination.
20. Public Safety Information Network Enterprise Fund: There is hereby established
a Public Safety Information Network Enterprise Fund (, to be funded as the
parties determine, held at the City and for which City shall have fiduciary
responsibility, from which all services (associated with the Public Safety
Information Network) performed as part of the duties and responsibilities
described and detailed in this IGA shall be paid. The Public Safety Information
Network Oversight Board shall be responsible for making payments there from.
The Enterprise Fund is funded from the annual contributions per the allocation
formula paid monthly from the City and County, and other entity contributions
and any grants received.
21. Public Safety Information Network Oversight Board: There is hereby established
a "Public Safety Information Network Oversight Board" (hereinafter "Oversight
Board"), consisting of two Greeley City Council Members and two Weld County
Commissioners, appointed by their respective Council and Board, who shall
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oversee the performance of the duties and responsibilities described and detailed
in this IGA. Specifically, the Oversight Board shall:
a. Review and recommend to City and County the budget for services to be
performed hereunder;
b. Oversee the Public Safety Information Network Enterprise Fund;
c. Oversee and have responsibility for the provision of services pursuant to
this IGA, such that the level of services is commensurate with approved
budgets;
d. Hear and determine all disputes between the City and the County
regarding the services performed pursuant to this IGA;
e. Meet at least monthly or on an"as needed" basis; and
f. Annually prioritize projects and make project recommendations to City
and County.
The Oversight Board shall operate pursuant to bylaws, as they are amended from
time-to-time and approved by both City and County. A copy of said bylaws are
attached hereto as Exhibit"E." All decisions of the Systems Oversight Board
must be unanimous.
22. Compensation/ Allocation of Costs: In consideration of the execution of this IGA,
compensation and allocation of costs shall be as follows:
a. Center: The total costs of the Center will be determined by adding all the
costs incurred by the City, County, and the E911 Authority to support the
Center.
b. County-Wide Emergency Dispatching Services: Total to be allocated will
be determined by taking all the costs associated with the Emergency
Dispatching Services (including, but not limited to, the costs of radio
maintenance and licensing fees discussed in Paragraphs 12 and 13, above),
less E911 Authority contribution, E911 costs paid, and any other grant
amounts contributed. Cost per incident will be determined by calculating
the percentage of dispatchers assigned to law incidents and the percentage
of dispatchers assigned to fire incidents based upon dispatcher console
assignments. The percentage of law incidents and fire incidents shall be
applied to the total amount to be allocated to determine the total costs for
fire and law incidents. Incidents by agency shall be determined based
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upon computer aided dispatch records of actual calls for two years in
arrears, i.e. 2011 budget will use 2009 actual call and incident data. The
percentage law incident per agency shall be applied to the total allocated
costs for law incidents to determine the cost per agency. The same will be
done for fire agencies. The costs determined through this process for
Greeley Police Department and the Union Colony Fire Rescue
Authority/Greeley Fire Department shall be added together to determine
the City's contribution. The remaining amount shall be County's
contribution.
County will determine the cost, if any, for other agencies being dispatched
from the Center. County shall identify the amount to be charged other
agencies and the Enterprise Fund shall bill and collect the amounts each
year. The amounts paid by other agencies shall be deducted from
County's contribution of the annual costs of the Center. County, with the
advice of the Communications Advisory Board, may develop a formula
for charging other agencies. The method determined to charge other
agencies shall not impact the above formula for sharing of costs between
the City of Greeley and the County.
The cost formula utilized by the parties as of the date of signing of this
IGA is attached hereto as Exhibit "F."
c. Information Services Costs: Costs for providing information services for
the public safety computer systems shall be charged based upon a cost
allocation system that charges for resources used. This shall be done
annually by using an information services cost allocation system formula
and methodology agreed to by the service provider, City of Greeley
Finance Director and the Weld County Director of Finance and
Administration, and approved by the Oversight Board. Any information
services costs or equipment costs incurred by the respective agencies
themselves to supplement or support their own public safety function
outside of the service agreement shall be the responsibility of the
respective agencies using the services or equipment.
d. Records Management: Records management costs shall be allocated based
upon resources used by each agency being served. A cost allocation
system formula and methodology agreed to by the City of Greeley Finance
Director and the Weld County Director of Finance and Administration, as
approved by the Oversight Board, shall be applied annually to allocate
costs. County shall pay the total costs less the amount allocated to the
City. County shall determine if any other agencies using the records
management system shall be charged and the amount charged. If County
determines an amount shall be charged to another agency the Enterprise
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Fund shall bill and collect the amount from the agencies. The amount that
the other agencies listed in Exhibit A pay shall be deducted from the
amount County is obligated to pay annually.
e. Miscellaneous Compensation and Payment Issues:
1) All monies collected from the leases of the Weld County towers
shall be the ownership of County.
2) Any funds received from grants shall be used for system wide
benefits. The administration of those grants shall be mutually
agreed upon by both parties.
3) For purposes of Section 20 of Article X of the Colorado
Constitution, revenue and expenditure limits of this IGA shall be
considered expenses of Weld County only and not City's. The
amount paid by County to City shall be an abatement of City
expenses and not revenues.
4) City shall bill County monthly as of the first of the month for any
costs responsible for payment by County. All billings by City to
County shall be paid within 30 days by County unless County
notified City in writing of any disputed amount.
23. Deficiencies in Service: Deficiencies in service may be brought to the attention of
the User's Group or Communications Advisory Board, which shall then direct
such concerns of deficiencies to City's Chief of Police or the Weld County IT Site
Manager, whichever is appropriate for resolution. Concerns of deficiencies in
service not resolved by the Chief of Police and/or Weld County IT Site Manager,
whichever is appropriate, shall be directed to the Oversight Board for
consideration and resolution in accordance with its bylaws, as they are amended
from time-to-time.
24. Reporting: At least monthly, the City's Chief of Police and the supervisor of the
Center shall make a written report to the Oversight Board on the status of the
Center. The Weld County Information Technology Site Manager shall report to
the Oversight Board monthly.
25. Dispute Resolution: Any dispute over service or contract interpretation shall be
directed to the Oversight Board for consideration and resolution in accordance
with its bylaws, as they are amended from time-to-time.
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26. Assignment of Contractor's Duties and Obligations: City and County agree that
the duties and obligations in this IGA are non-transferable or assignable without
prior written consent of City and County.
27. Notice: Any written notice to be given hereunder by either party to the other party
shall be notified by certified mail, return receipt requested. Notice to City shall be
sufficient if made or addressed to the Greeley City Manager, 1000 Tenth Street,
Greeley, Colorado, 80631. Notice to County shall be sufficient if made or
addressed to the Board of County Commissioners of Weld County, 915 Tenth
Street, Greeley, Colorado, 80631. Either party may change the address for notice
to it by giving written notice of such change in accordance with the provisions of
this paragraph.
28. Entire IGA/Original IGA Superceded: This IGA and the attached Exhibits
constitute the entire IGA between City and County, and neither City nor County
shall be bound by any requirement which is not specifically stated in this IGA.
Without limitation, this IGA supersedes the previous intergovernmental
agreements on this subject, entitled, "Intergovernmental Agreement for Provision
of Communications, Records, and Criminal Justice Information Systems," dated
May 3, 1993, as amended by document entitled, "Amendment to
Intergovernmental Agreement," dated May 2, 1994.
29. Waiver of Immunity/Third Party Liability: No portion of this IGA shall be
deemed to constitute a waiver of any immunities which City or County or their
officers or employees may possess, nor shall any portion of this IGA be deemed
to have created a duty of care on the part of either part to any persons not a party
to this IGA.
30. Non-Appropriation: No portion of this IGA shall be deemed to create an
obligation on the part of City or County to expend funds not otherwise
appropriated in each succeeding year.
31. Severability: If any section, subsection, paragraph, sentence, clause or phrase of
this IGA is for any reason held or decided to be invalid or unconstitutional, such a
decision shall not affect the validity of the remaining portions. The parties hereto
declare that they would have entered into this IGA and each and every section,
subsection, paragraph, sentence, clause, and phrase thereof, irrespective of the
fact that any one or more sections, subsections, paragraphs, sentences, clauses, or
phrases might be declared to be unconstitutional or invalid.
32. Applicable Law: This IGA shall be interpreted, construed, and governed by the
laws of the State of Colorado.
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PUBLIC SAFETY INFORMATION NETWORK
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33. Amendments: Amendments which are consistent with the purposes of this IGA
may be made in writing duly executed by the parties hereto and in accordance
with City and County rules and regulations and all other applicable laws and
ordinances.
34. Ownership: Ownership of all computer hardware, software, and equipment
acquired for purposes of the Center shall lie in the name of the purchaser thereof.
The disposition of all computer hardware, software, and equipment purchased and
thereby owned by the Enterprise Fund shall, upon termination of this IGA, be
according to the directions given by the Oversight Board.
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`,��,. - w'OF ‘ + ESS WHEREOF,the City and the County have signed and sealed this
t �'& .1 Agreement this 7th day of July, 2010.
1 t` �JJ
d. EL/���
* E- E ATTEST: LERK TO _ B rf ' ►
Qh,,� �r 1' l Ike By
older, lity Clerk Deputy Cl to the Bo ? A,
THE CITY f ' GREELEY, COLORADO, THE COUNTY OF WELD, COLO'tS
by and through the City Council of by and through the Board of County
the City of Greeley Commissioners of Weld County
By: 14erni ap,,v By
Thomas Norton, Mayor Dougl Radem her, Chairman
APPROVED AS T SUBSTANCE: APPROVED AS TO SUBSTANCE:
By: r/ —ft By: ac
�ttcr, ' y Manager Monica ika, Director of Fin ce
� el J- , /�J 4 A - -? Administ tion
�V
APPROVED AS TO FORM: APPROV AS TO FO
By: 1, By:
Richard P. Brady, City A rney ce T. Barker, County Attorney
APPROVED AS TO AVAILABILITY
OF FUND:
By:
Timoth sh, Director of Finance
,9O/D—/s(37
Exhibit A
Law Enforcement, Fire, and Ambulance Agencies in
Weld County Receiving Emergency Communications
Services
Law Enforcement, Fire, and Ambulance Agencies in Weld County
Receiving Emergency Communications Services
• Fire and ambulance agencies:
AP Ault-Pierce
AL Med Evac
BR Briggsdale
EA Eaton
EV Evans
FF Frederick-Firestone
FL Fort Lupton
GA Galeton
GF Greeley Fire
HU Hudson
JO Johnstown
KE Kersey
LS LaSalle
MI Milliken
MV Mountain View
NR New Raymer
NU Nunn
PA Pawnee
PL Platteville-Gilcrest
SE South-East Weld
WA Weld County Paramedic Services
WI Windsor
• Law enforcement
GP Greeley Police
WC Weld County Sheriff
AU Ault
NP Nunn
EL Eaton
EP Evans
LP LaSalle
MP Milliken
JP Johnstown
1
KP Kersey
GC Gilcrest
WP Windsor
FE Frederick
FI Firestone
DP Dacono
FP Fort Lupton
PP Platteville
LO Lochbuie
2
Exhibit B
Bylaws of
Weld County Communications Advisory Board
As of July 7, 2010
WELD COUNTY REGIONAL COMMUNICATIONS ADVISORY BOARD BY-LAWS
A. NAME AND PURPOSE
1. The Weld County Regional Communications Advisory Board (Advisory Board)
is hereby created to advise in the development and maintenance of a county-wide
emergency radio network, and, in connection therewith, to develop and
implement rules, procedures, and guidelines for use of such network or channels.
2. The Advisory Board shall also serve as liaison to any other law enforcement, fire,
and EMS agencies of the state, other public safety organizations, and any other
organizations deemed necessary in telecommunications planning.
B. MEMBERSHIP
1. The Advisory Board shall consist of sixteen (16) voting members. In order to
ensure countywide representation, the membership should be representative of
each user of the system.
a. The incorporated municipalities are divided into four (4) zones, with a
police chief to be selected from existing Police Departments from each
zone to represent the corresponding municipalities. The zones are
established as follows:
ZONE 1: Ault, Windsor, Johnstown, Milliken
ZONE 2: LaSalle, Evans, Kersey, Eaton
ZONE 3: Ft. Lupton, Lochbuie, Platteville, Gilcrest
ZONE 4: Firestone, Frederick, Dacono
b. The fire districts will be divided into three (3) zones, with five (5)
representatives (preferably a fire chief) to be selected two (2) each from
Zones A and B, and an at-large representative selected from Zone C as
described below, to represent the corresponding districts or departments.
The zones are established as follows:
ZONE A (North District): Ault-Pierce Fire Protection District, Briggsdale
Fire Protection District, Eaton Fire Protection District, Evans Fire
Department, New Raymer-Stoneham Fire Protection District, Nunn Fire
Protection District, Pawnee Fire Protection District, Galeton Fire
Protection District, Windsor-Severance Fire Protection District.
ZONE B (South District): Frederick-Firestone Fire Protection District, Ft.
Lupton Fire Protection District, Hudson Fire Protection District,
Johnstown Fire Protection District, LaSalle Fire Protection District,
Milliken Fire Protection District, Mountain View Fire Protection District,
Platteville-Gilcrest Fire Protection District, Platte Valley Fire Protection
District, Southeast Weld Fire Protection District.
ZONE C: This is an at-large representative for fire, selected by the Weld
County Fire Chiefs Association, and can be selected from any one of the
fire districts listed in Zone A and Zone B, excluding those districts or
departments that are currently selected as Zone A and Zone B
representatives.
c. The Sheriff or designee will represent the Weld County Sheriffs Office as
a standing representative.
d. The Weld County Paramedic Services Director or designee will represent
the ambulance services operation in Weld County as a standing
representative.
g. The Weld County Director of Public Works or designee is a standing
representative and will represent both Operations and Engineering.
h. The Commissioner Coordinator of Communications Services will be the
Chairperson of the Advisory Board and will represent all other County
agencies.
i. The Chief of the Greeley Police Department or designee will represent
that Department as a standing representative.
j. The Chief of the Union Colony Fire/Rescue Authority or designee will
represent that Department as a standing representative.
k. The Director of Communications will be a non-voting, standing member
of the Advisory Board.
1. Only one representative per entity may serve on the Board at the same
time.
C. TERMS OF APPOINTMENTS
1. Non-standing voting membership on the Advisory Board shall be for a term of
three years and in compliance with provision of the Weld County Home Rule
Charter Sec. 16-8(2).
2
2. All appointments for non-standing voting memberships will be made by the
Board of County Commissioners and all Advisory Board members shall continue
in their office until their successor is appointed.
3. Whenever a vacancy, other than routine expiration of appointment arises on the
Advisory Board due to resignation, death, or for any other reason, the secretary
will notify in writing the Board of County Commissioners and request that
another member be appointed to serve out the remainder of the unexpired term.
Nominations for this appointment shall be made by the Advisory Board to the
Board of County Commissioners.
D. MEMBER ABSENCE
1. Whenever a non-standing member of the Advisory Board fails to attend two
consecutive regular meetings during the current year or has three unexcused
absences in a year, at the Advisory Board's request, the secretary will submit to
the member a written memorandum of the attendance record of said member at
least 48 hours prior to the next regularly scheduled meeting. The member's
appointment to the Advisory Board shall be deemed terminated if no written
response is received by the next regularly scheduled Board meeting. If the
member responds in writing, he/she shall have an opportunity at the regularly
scheduled meeting to present evidence as to why he/she has failed to meet
attendance requirements and the Advisory Board shall then either dismiss the
matter, terminate the membership, or continue for further consideration. The
Board of County Commissioners will be notified of the action within seven (7)
days and the procedure for appointment of a new member shall commence
according to the procedures as set forth under Section C.3. of these By-Laws.
The terminated member may request, in writing, within seven (7) days of the
decision of the Advisory Board, that the matter be considered in a hearing de
novo by the Board of County Commissioners. The terminated member and
representatives of the Advisory Board shall have the opportunity to present
evidence and question witnesses in a hearing before the Board of County
Commissioners and the Board shall announce its decision whether or not to
affirm, overrule, or remand to the Advisory Board for further evidence at the
conclusion of the hearing or within a reasonable time thereafter. The decision of
the Board of County Commissioners shall constitute final administrative action.
E. OFFICERS
1. The Chairperson will be the Commissioner Coordinator of Communications
Services.
2. In the absence of the Chairperson or their designee, a temporary Chairperson will
be selected by the Advisory Board.
3. A secretary will be appointed by the Advisory Board Chairperson.
3
F. ADDITIONAL OFFICERS
1. The Advisory Board is empowered to create and fill through election such
additional officers, from its own membership, as it deems advisable for the proper
functioning of its activities.
G. MEETINGS
1. Regular meetings of the Advisory Board shall be monthly, or as called by the
Chairperson.
2. Written notice of all regular meetings will be mailed/e-mailed so as to be received
by members at least one week prior to the meeting date if possible and shall be
posted at the location designated by the Board of County Commissioners for
posting of such notices at least 24 hours prior to such regular meetings.
3. Special meetings may be called by the Chairperson or upon request of three
members of the Advisory Board. Notice of Special meetings is to be by personal
telephone confirmation or personally acknowledged by radio or teletype contact
or by e-mail, provided notice is given 24 hours prior to the meeting date. Such
notice shall be posted at the location designated by the Board of County
Commissioners for posting of such notices at least 24 hours prior to such special
meetings.
4. Emergency meetings may be called when deemed necessary by the Chairperson.
5. A quorum shall consist of a simple majority from the voting members of the
Board. A quorum will be necessary at any meeting where the agenda includes:
a. Changes in by-laws.
b. Recommended changes in policy and/or procedures
c. Election of officers
d. Special meetings.
6. The concurring vote of a majority of those present and voting shall be required to
report favorably any reports or recommendations to the Board of County
Commissioners. Votes to abstain shall neither be considered a "yes" nor a "no"
vote.
7. A tied vote of the Advisory Board shall automatically defeat the issue voted upon.
8. Robert's Rules of Order shall prevail to the extent they are not in conflict with
specific provisions of these by-laws.
4
H. DUTIES OF CHAIRPERSON
1. It shall be the responsibility of the Chairperson or designee to call all regular
meetings, set the agenda for the meetings, preside at all meetings, appoint
committees, when and as required, and carry out general Chairperson
responsibilities.
DUTIES OF SECRETARY
1. It shall be the responsibility of the secretary to send notices to members of all
meetings, keep minutes of all such meetings, and send copies of the minutes to the
following:
a. One copy to each members of the Advisory Board
b. One copy to the Clerk to the Board of County Commissioners
c. Anyone else designated by the Advisory Board
J. COMMITTEE MEMBERSHIP
1. The Chairperson of the Advisory Board may appoint members of the Advisory
Board to committees for special projects or studies. Committees are authorized to
appoint professional or technical personnel to their committees as advisors as
required. These professional and/or technical personnel need not be members of
the Advisory Board.
K. NON-VOTING MEMBERSHIP
1. Three representatives of emergency medical services providers which are licensed
to operate in Weld County by either the County or by the State of Colorado shall
be non-voting members of the Advisory Board. This category shall not include
the Weld County Paramedic Services Director or designee, who is a full voting
member as per Section B. 1. d., above.
Approved by the Board of County Commissioners of Weld County, March 26, 2008.
5
Exhibit C
Bylaws of
Public Safety Information System Users Group
As of July 7, 2010
BY-LAWS
PUBLIC SAFETY INFORMATION SYSTEM USERS GROUP
A. NAME AND PURPOSE.
1. The Public Safety Information System ("the System") Users Group ("Users
Group") is hereby created to represent the users of the System and to provide
continuing advice and recommendations on System service policies and
development plans to the Board of County Commissioners of Weld County ("the
Commissioners") and the Greeley City Council ("the Council"). The Users
Group shall secure user input on system direction, recommend priorities, review
technical decisions and provide recommendations for effective user
communication in systems development and daily operations. It shall report
directly to the Public Safety Network Oversight Board ("Oversight Board") in an
advisory capacity.
2. The Users Group is responsible for development of a strategic vision for the
System. The elements of the vision shall be translated into specific activities,
executable by means of clearly delineated operational processes which specify the
roles and functions of the Users Group, staff, and involved user agencies and
departments. The Users Group is the focal point for the prioritization process,
both of the activities recommended by the planning process and those that will
arise in other contexts. The User Group shall make attempts to resolve conflicts
arising from competition for resources and from the overlapping impact of system
requirements. Additionally, the Users Group provides a forum for recommending
priorities and service levels, and serves as a communication link between staff
and the user community.
B. ROLE AND RESPONSIBILITIES.
The specific roles of the Users Group include the following:
a. Monitor the overall System function;
b. Identify System needs with each user and prioritize these needs to develop
and update the long-range strategic plan;
c. Recommend appropriate actions concerning System development and
maintenance;
d. Ensure any recommendations have considered necessary resources for the
successful implementation of the System;
e. Maximize coordination of System applications and other systems among
the user agencies and departments;
f. Review long- and short-range System plans and their implementation.
1
The long-range plan accepted by the Users Group shall act as a master
guide for setting annual priorities;
g. Review specific System proposals to meet the System users' needs;
h. Identify the annual information system priorities and related budgetary
impact. These recommendations will become an integral part of the budget
process subject to adjustment during budget preparation and adoption, and
upon final budget approval, will be established as part of the annual work
program. All new development or enhancement projects must be reviewed
and recommended by the Users Group before they may be added to the
annual work plan;
i. Among the specific factors to be considered by the Users Group are the
time frames in which specific projects or other activities can be carried
out, the cost considerations involved, the staffing requirements and the
subsequent maintenance activities;
j. Monitor budget and time schedules;
k. Attempt to resolve organizational conflicts arising from the impact of
System implementation and other utilization issues; and
1. Advise on policies and procedures for the effective utilization of the
System by user agencies and departments.
D. MEMBERSHIP.
1. The User Group shall consist of at least eight (8) voting members and two (2) ex
officio non-voting members. Membership shall be representative of each user of
the system, which, at a minimum, shall include the individuals or representatives
of the following:
a. Greeley Police Department - Dispatch
b. Greeley Police Department - Records.
c. Weld County Sheriffs Office.
d. District Attorney.
e. Weld County Paramedic Service.
f. Union Colony/Greeley Fire Authority.
g. Weld County Police Chiefs Association (non-City member).
h. Weld County Fire Chiefs Association (non-City member).
2
i. Weld County IT Site Manager (ex-officio non-voting).
j. City of Greeley IT Manager(ex-officio non-voting).
2. All appointments of County members to the User Group shall be made by the
Commissioners. All appointments of City members to the User Group shall be
made by the Council. The Weld County Police Chiefs Association shall appoint a
representative, who shall not be a City employee. The Weld County Fire Chiefs
Association shall appoint a representative, who shall not be a City employee.
3. Whenever a vacancy, other than routine expiration of appointment arises on the
User Group due to resignation, death, or for any other reason, the secretary shall
notify the appointing group in writing and request that another member be
appointed to serve out the remainder of the unexpired term.
E. OFFICERS.
The Chairperson of the Users Group shall be selected at the first meeting
following January 1st of each year, by the Users Group members. The
responsibilities of the Chairperson are to:
a. Preside at and call to order User Group meetings.
b. Initiate and stimulate discussions of User Group issues.
c. Adjourn meetings and establish future meeting times.
d. Notify members of the User Group calendar.
e. Distribute minutes and background information.
f. Ensure minutes are taken at each meeting.
2. In the absence of the Chairperson, a temporary Chairperson will be selected by
the User Group.
3. A Secretary shall be designated by the Weld County IT Site Manager. It shall be
the responsibility of the secretary to send notices to members of all meetings,
keep minutes of all such meetings, and send copies of the minutes to the
following:
a. One copy to each member of the User Group;
b. One copy to the Clerk to the Board of County Commissioners;
c. One copy to the City of Greeley Clerk; and
3
d. Copies to anyone else designated by the User Group.
F. MEETINGS.
1. Regular meetings of the User Group shall be monthly, or as called by the
Chairperson.
2. Written notice of all regular meetings shall be mailed/e-mailed so as to be
received by members at least one week prior to the meeting date if possible.
3. Special meetings may be called by the Chairperson or upon request of three
members of the User Group. Notice of Special meetings is to be by personal
telephone confirmation or personally acknowledged by radio or teletype contact
or by e-mail, provided notice is given 24 hours prior to the meeting date.
4. Emergency meetings may be called when deemed necessary by the Chairperson.
5. A quorum shall consist of a simple majority from the voting members of the User
Group. A quorum will be necessary at any meeting where the agenda includes:
a. Changes in these Bylaws.
b. Recommended changes in policy and/or procedures.
c. Election of officers.
d. Special meetings.
6. The concurring vote of a majority of those voting members present and voting
shall be required to pass any motion. Votes to abstain shall neither be considered
a"yes" nor a"no" vote.
7. A tied vote of the User Group shall automatically defeat the issue voted upon.
8. The most current version of Robert's Rules of Order shall prevail to the extent
they are not in conflict with specific provisions of these Bylaws.
9. Reports prepared for submission to the Oversight Board will bear the signature of
the Chairperson.
10. Attendance
a. Members of the User Group are required to regularly attend all regular and
special meetings.
b. If any regular member misses three(3) consecutive meetings or misses
4
more than 40% of the meetings in any six (6) month period, the User
Group may recommend to the appointing officials that said member be
asked to show cause why he should not be removed for his failure to
faithfully attend meetings.
c. It shall be the duty of the Secretary to record the attendance of each
member and to notify the Chairperson if any member has failed to
faithfully attend pursuant to paragraph b., above.
G. AMENDMENTS.
These Bylaws may be amended by an affirmative vote of three-fourths of a majority of
the voting members of the Users Group. No amendment to these Bylaws shall be
considered at any meeting of the Users Group unless first submitted in writing to each
member at least seven(7) days prior to the meeting at which said amendment is to be
considered. All amendments must be approved by the Commissioners and Council
before they become effective.
These Bylaws and any amendments thereto were approved by the Board of County
Commissioners of Weld County, on July 7, 2010, and by the Greeley City Council, on July 6,
2010.
5
Exhibit D
Public Safety Radio Network Inventory
As of July 7, 2010
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Exhibit E
Bylaws of
Public Safety Information Network Oversight Board
As of July 7, 2010
BYLAWS
PUBLIC SAFETY INFORMATION SYSTEM OVERSIGHT BOARD
A. NAME AND PURPOSE.
1. The Public Safety Information System Oversight Board ("the Oversight Board")
has been created by the Board of County Commissioners of Weld County ("Weld
County") and the Greeley City Council ("Greeley") to oversee all operations,
budget, and enterprise fund for the Public Safety Information System ("the
System") through the joint agreement between Weld County and Greeley,
entitled, "Intergovernmental Agreement for Provision of the Public Safety
Information System," as amended.
2. Operational Oversight. The Oversight Board shall have oversight responsibility
for all operations of the System. Reports to the Oversight Board on all aspects of
such operations shall be made at least monthly.
3. Budgetary Oversight. The Oversight Board shall recommend to Weld County and
Greeley the annual budget for the System, including, but not limited to, the budget
for operations and for critical infrastructure upgrades and maintenance.
4. Enterprise Fund Oversight. An Enterprise Fund shall be created and held by
Greeley for all funding associated with the Public Safety Information System.
The Oversight Board shall have authority to authorize disbursements from said
Enterprise Fund in accordance with the adopted budget of the Public Safety
Information System as approved by both Weld County and Greeley.
B. MEMBERSHIP.
The Oversight Board shall be comprised of two (2) Weld County Commissioners and two
(2) Greeley City Councilpersons, each of whom shall serve one (1) year terms that may
be renewed annually without limitation on the number of renewals.
C. OFFICERS.
The Oversight Board shall elect a Chairperson. The Chairperson shall be responsible for
chairing all meetings, providing notices of meetings and for receiving all correspondence
of the Oversight Board. A Secretary shall be appointed at each meeting and be
responsible for keeping all minutes.
D. MEETINGS.
1. Regular meetings of the Oversight Board shall be monthly, or as called by the
Chairperson.
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2. Written notice of all regular meetings will be mailed/e-mailed so as to be received
by members at least one week prior to the meeting date if possible and shall be
posted at the locations designated by Weld County and Greeley for posting of
such notices at least 24 hours prior to such regular meetings.
3. Special meetings may be called by the Chairperson. Notice of special meetings is
to be by personal telephone confirmation or personally acknowledged by radio or
teletype contact or by e-mail, provided notice is given 24 hours prior to the
meeting date. Such notice shall be posted at the location designated by Weld
County for posting of such notices at least 24 hours prior to such special
meetings.
4. Emergency meetings may be called when deemed necessary by the Chairperson.
5. A quorum shall consist of all four(4) members of the Oversight Board.
6. The unanimous vote of all four (4) members of the Oversight Board shall be
required to pass any motion.
7. The most current version of Robert's Rules of Order shall prevail to the extent
they are not in conflict with specific provisions of these Bylaws.
8. Minutes of each meeting shall be taken by staff from either Greeley or Weld
County, as directed by the Oversight Board.
9. Executive sessions of the Oversight Board shall be conducted in accordance with
the provisions of C.R.S. § 24-6-402.
E. AMENDMENTS.
These Bylaws may be amended by unanimous vote of all four(4) members of the
Oversight Board. No amendment to these Bylaws shall be considered at any meeting of
the Oversight Board unless first submitted in writing to each member at least seven (7)
days prior to the meeting at which said amendment is to be considered.
Approved by the Oversight Board on
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Exhibit F
County-Wide Emergency Dispatching Services
Cost Formula
Cost per Agency - Law vs Fire/EMS Expense
Estimated 2011
Total Communications Budget - 2011 : Cost per Incident:
Total Budget $ 4,700,398
Managed by City of Greeley: Less E911 Contribution $ (801 ,979)
Less E911 Paid $ (1 ,203,812)
Regular Employee Salaries $ 2,272,404 Total to be Allocated $ 2,694,607
Regular Employee Benefits $ 742,799
Hourly Employee Salaries $ 47,000
Overtime $ 210,000 Total # of Dispatchers 46
Sgt Clothing Allowance $ 765 # Fire/EMS Dispatchers 12 26.1%
Total on City Budget $ 3,272,968 # Law Dispatchers 34 73.9%
E911 Direct Paid Contributions: Cost per Fire Incident:
Budget to be Allocated $ 2,694,607
Office Supplies $ 13,000 % Fire/EMS Dispatchers 26.1%
Small Items of Equipment $ 98,823 Cost for Fire $ 702,941
Computer Software & Attachments $ 13,827 # Fire Incidents 2009 36,119
Food Supplies $ 2,600 Cost per Incident $ 19.46
Other Supplies $ 4,500
Printing and Duplicating $ 500 Cost per Law Incident:
Publications & Subscriptions $ 1 ,275 Budget to be Allocated $ 2,694,607
Books $ 500 % Law Dispatchers 73.9%
Memberships & Registrations $ 1 ,350 Cost for Law $ 1,991 ,666
Telephone Charges $ 192,876 # Law Incidents 2009 329.689
Other Professional Services $ 2,100 Cost per Incident $ 6.04
Contract Services $ 516,928
Repair/Maintenance $ 15,000
Local Travel $ 3,000
Training $ 11 ,420
Computer Equipment $ 326,113
Total E911 Budget * $ 1,203,812
*From E911 2010 Budget. Excludes depreciation, contingency & reserves
Greeley indirect costs (2010 budget amounts) S 46,873
Weld indirect costs (2010 budget amounts) S 176,745
Total Comm Center Budget $ 4,700,398
Total Calls for
LAW Agencies Service FIRE/EMS Agencies Incidents*
Greeley 118,129 Weld County EMS 14,348
Weld SO 55,962 UCFRA 9,519
Evans 23,575 Mountain View FD 2,211
Ft. Lupton* 16,377 Windsor FD 1 ,525
Windsor 14,632 Frederick/Firestone FD 1 ,315
Firestone 14,112 Evans FD 1 ,210
Johnstown 10,093 Ft. Lupton FD 1 ,026
Platteville 9,973 Johnstown FD 651
Frederick 9,146 Hudson FD 608
Dacono 8,323 Milliken FD 505
Eaton 6,317 Eaton FD 541
Milliken 6,953 Platteville/Gilcrest FD 528
Ault 6,046 Southeast Weld FD 445
Kersey 5,372 La Salle FD 387
LaSalle 5,237 Kersey FD 385
Lochbuie 4,271 Ault/Pierce FD 280
Nunn 1 ,112 Galeton FD 206
Gilcrest 2,354 Briggsdale FR 94
Others 11 ,705 Nunn FD 190
Total Law _ 329,689 New Raymer FD 77
Pawnee FD 68
Total Fire/EMS Calls 36,119
S:\FINANCE\Tim\Police combined services\Copy of Copy of Comm Center_mtg 6-7-2010 (2)
Cost per Agency Comparison
Estimated 2011
Total Calls for Cost per
LAW Agencies Service % Call/Incident
Greeley 118, 129 n/a $ 713,623
Weld SO 55,962 n/a $ 338,069
Evans 23,575 15.2% $ 142,418
Ft. Lupton PD 16,377 10.5% $ 98,934
Windsor 14,632 9.4% $ 88,393
Firestone 14, 112 9. 1 % $ 85,251
Johnstown 10,093 6.5% $ 60,972
Platteville 9,973 6.4% $ 60,247
Frederick 9, 146 5.9% $ 55,251
Dacono 8,323 5.3% $ 50,280
Eaton 6,317 4. 1 % $ 38, 161
Milliken 6,953 4.5% $ 42,003
Ault 6,046 3.9% $ 36,524
Kersey 5,372 3.5% $ 32,452
LaSalle 5,237 3.4% $ 31 ,637
Lochbuie 4,271 2.7% $ 25,801
Nunn 1 , 112 0.7% $ 6,718
Gilcrest 2,354 1 .5% $ 14,221
Others 11 ,705 7.5% $ 70,710
Total Law 329,689 100.0% $ 1 ,991 ,666
Cost per
FIRE/EMS Agencies Incidents* % Call/Incident
Weld County EMS 14,348 39.7% $ 279,238
UCFRA 9,519 26.4% $ 185,257
Mountain View FD 2,211 6. 1 % $ 43,030
Windsor FD 1 ,525 4.2% $ 29,679
Frederick/Firestone FD 1 ,315 3.6% $ 25,592
Evans FD 1 ,210 3.4% $ 23,549
Ft. Lupton FD 1 ,026 2.8% $ 19,968
Johnstown FD 651 1 .8% $ 12,670
Hudson FD 608 1 .7% $ 11 ,833
Milliken FD 505 1 .4% $ 9,828
Eaton FD 541 1 .5% $ 10,529
Platteville/Gilcrest FD 528 1 .5% $ 10,276
Southeast Weld FD 445 1 .2% $ 8,661
La Salle FD 387 1 . 1 % $ 7,532
Kersey FD 385 1 . 1 % $ 7,493
Ault/Pierce FD 280 0.8% $ 5,449
Galeton FD 206 0.6% $ 4,009
Briggsdale FR 94 0.3% $ 1 ,829
Nunn FD 190 0.5% $ 3,698
New Raymer FD 77 0.2% $ 1 ,499
Pawnee FD 68 0.2% $ 1 ,323
Total Fire/EMS Calls 36,119 100.0% $ 702,941
$ 2,694,607
S:\FINANCE\Tim\Police combined services\Copy of Copy of Comm Center_mtg 6-7-2010 (2)
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