HomeMy WebLinkAbout20103162 WELD COUNTY E-911 EMERGENCY TELEPHONE
SERVICE AUTHORITY BOARD
February 16, 2010
The Weld County E-911 Emergency Telephone Service Authority Board met in session
on Tuesday, February 16, 2010 at noon.
ROLL CALL:
The meeting was called to order by Chairperson Juan Cruz. Present were Board
Members Juan Cruz, Dave Bressler, Kevin Halloran, Doug Rademacher, Jim Burack,
Gary Sandau and Randy Winsett. Staff members present included Mike Savage, Dave
Mathis, Julie Walde, Robert Olsen, and Susan Johnson. Monica Mika, and Dave
Montgomery were also present. A quorum existed.
MINUTES:
Doug Rademacher moved, Jim Burack seconded a motion to approve the minutes of the
January 19, 2010 meeting, the motion was approved unanimously.
PUBLIC COMMENTS:
The public was invited to comment on business of the E-911 Board, no comments heard.
OLD BUSINESS:
1. Staff Report: Dave Mathis presented Dispatch stats for January 2010 [refer to
Sgt. Mathis' "January 2010 WCRCC Monthly Reports and Personnel Report as of
February 15, 2010"]. Our staffing has been at .5 over hire for about a year, but
one of our fire dispatchers returning from maternity leave will be returning as
part-time, so we will no longer be over approved staffed.
2. Intrado Opt In Update: Dave reported that the opt in web link has been
imbedded on the City of Greeley web site. Roy Rudisell is working on having the
link imbedded on the County web site. The OEMs are working on a FAQ page for
the internet and the PIOs are working on a press release.
• Posters were presented for further marketing. The consensus of the board
was to use the eye-catching poster with the yellow banner"what if...we
can't warn you?" Prices were discussed, Dave Mathis will check with
County print shop to see what their prices would be to print 500 copies,
and we will go with the lowest cost option for printing.
3. DOLA infrastructure grant update: Doug Rademacher updated the board on
the infrastructure grant, Weld did not obtain any funding even though the
presenters did an outstanding job and the agencies in Weld provided good
support. Commissioners will meet later to find out why the grant was not
approved, and how to prepare for future grant requests.
• Mike Savage stated that from an operational standpoint the lack of a grant
will not affect progress on radio coverage issues. Motorola will plot the
proposal into smaller projects and will work with the state radio CCNC on
periodic maintenance, and solving issues in an intermediate way.
4. Bylaws update: Juan Cruz handed out the bylaws update returned from the
County Attorney allowing board members to vote by phone or web technology. The
new paragraph states: A member is strongly encouraged to attend each meeting
and vote in person. In situations when a member is not able to be physically
present at a scheduled meeting,the member may appear and vote by telephone
or other interactive electronic device such as webcam, if such technology is
available at the scheduled meeting place. It is strongly preferred, however, that
each member personally appear at each meeting. A member may not attend a
meeting by telephone or other interactive electronic media more than three
times in any given calendar year. No absentee or proxy voting shall be allowed.
Doug Rademacher moved, Randy Winsett seconded a motion to amend the bylaws as
presented. The motion carried unanimously.
NEW BUSINESS:
1. Treasurer Reports: Randy Winsett presented the January 2010 Treasurer's
report. Gary Sandau moved, Jim Burack seconded a motion to approved the
treasurer's report, motion carried unanimously.
2. Physician Advisor agreement: As part of the ACE accreditation process, a copy
of the WCRCC Supervising Medical Authority/Physician Advisor agreement
must be on site. Dave looked into it and our agreement is outdated, still had Dr.
Campain listed. Dave will update the information and forward to the
commissioners for a new resolution.
3. CAD Info: Julie Walde advised that the CAD EMS module will go live on
March She also invited interested parties to attend a live CAD demo
tomorrow(Feb 17`h).
• Discussion followed concerning the cost and functionality of the EMS
module in regard to the future CAD upgrade. Juan Cruz asked if the
contract required payment regardless of future functionality. Julie stated
that the 911 board had paid 50% and would be encumbered to pay the
other 50% upon acceptance of the product. She will review the documents
for specific commitments.
4. CCNC moratorium : Per Mike Savage CCNC has issued a temporary
moratorium on the addition of new talk groups, due to space and money issues.
Weld County is in good shape for now, and when we get new consoles we will
free up some radio identifiers. At least 12 identifiers will need to be reassigned to
the Back-up 911 Center.
No further business was discussed, Doug Rademacher moved to adjourn, Randy Winsett
seconded the motion. Motion carried unanimously, the meeting adjourned at 12:55 p.m.
Minutes taken by Susan Johnson
To: Captain Mike Savage
Fr: Sergeant David Mathis
Dt: February 3, 2008
Re: January 2010 WCRCC Monthly Report
Personnel:
Authorized: 47 Full-time Dispatchers (inc. 1 over hire), 8 Supervisors
Assigned: 46.5 Full-time dispatchers, 3 part-time Dispatchers (1.50 FTEs), 8 supervisors
Hourly: 2 non-benefited hourly dispatchers
Vacancies: NONE (We presently have a.5 Dispatcher One over hire
Workload: January
Phone Calls 2010 YTD 2009 YTD % Change YTD
E-911: 6,879 6,879 7,512 - 8.43 %
Non-911 calls: 18,890 18,890 20,244 - 6.69 %
EMD Calls: 1,390 1,390 1,252 +11.02 %
* Overall, incoming phone calls are DOWN year to date by 7.16 %.
Calls for Service:
Police: 26,551 26,551 27,384 - 3.04 %
Fire: 1,844 1,844 1,962 - 6.01 %
• Overall, calls for service are DOWN year to date by 3.24%.
Additional Information/Projects
• Through January we have had no Dispatcher resignations or terminations.
• We have only 2 dispatchers still actively training.
911 call answering times county-wide for January 2010
• Calls answered in less than 10 seconds: 89.68% (Last year: 91.61%)
Calls answered in less than 15 seconds: 98.75% (Last year: 98.62%)
* NFPA standards suggest that 99% of alarm calls (911's) be answered within 40 seconds.
• Fire dispatch times for January 2010: Initiated to Dispatched
*Less than 1 minute: 41.89% (Last year: 60.20%)
*Less than 90 seconds: 80.58% (Last year: 92.56%)
YTD Fire dispatch times:
*Less than 1 minute: 41.89%
*Less than 90 seconds: 80.58%
• This month 37.32% of our 911 calls were wireless.
WELD COUNTY 911 EMERGENCY TELEPHONE
SERVICE AUTHORITY BOARD BYLAWS
PREFACE:
The Intergovernmental Agreement, signed by all County, Municipal corporations or Special
Districts of Weld County, established the Weld County 911 Emergency Telephone Service
Authority Board, a separate legal entity responsible for administering the operation of the 911
emergency telephone service program. The purpose of these Bylaws is to establish the operating
procedures of that Board.
MEMBERSHIP:
1. The Board shall consist of seven (7) members as established by the Intergovernmental
Agreement.
a. One member shall be selected by the County Commissioners to represent law
enforcement from a list of nominees submitted by cities and towns, except the
City of Greeley and City of Ft. Lupton, but each such entity may submit no more
than one nominee for each vacancy.
b. One member shall be selected by the County Commissioners to represent fire
protection services from a list of nominees submitted by special districts
providing fire protection and municipal fire departments, except the City of
Greeley and City of Ft. Lupton, but each such entity may submit no more than one
nominee for each vacancy.
c. One member shall be selected by the County Commissioners to represent
emergency medical services.
d. One member shall be selected from the City of Greeley by the Greeley City
Council.
e. One member shall be selected from the City of Ft. Lupton by the Ft. Lupton City
Council.
f. One member shall be selected from members of the Board of County
Commissioners by the Board of County Commissioners.
g. One member shall be selected by the County Sheriff.
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Voted on and approved on at a regular ES 11 Board Meeting on February 16,2010
2. Terms of appointment shall be for two years in accordance with Section III of the
establishing Intergovernmental Agreement.
3. Whenever a vacancy, other than expiration of appointment, occurs on the Board due to
resignation, death, or for any other reason, the Secretary/Treasurer 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 in accordance with Section III, Paragraph 9, of the establishing Intergovernmental
Agreement.
4. The Board shall elect from its own members a Chairman, Vice-Chairman, and Secretary-
Treasurer. Terms of office shall be for one year. The Board is empowered to create and
fill through election such additional offices, from its own membership, as it deems
advisable for the proper functioning of its activities.
5. The Board may create a technical advisory committee. The Director of Weld County
Communications shall serve as chair.
6. A member may be removed from office,
b. At any meeting of the members, without assignment of any reason therefore,
where notice to members thereof has been provided 30 days prior to meeting, by a
two-thirds majority of those members present; or
c. At any meeting of the Board of Directors, on the grounds that the member has
been absent for three consecutive meetings of the Board of Directors, where
notice of such business has been reasonably provided, by a two-thirds vote of the
entire Board of Directors.
DUTIES OF CHAIRMAN:
t. It shall be the responsibility of the Chairman 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 chairman responsibilities. The Chairman must also sign the "Weld
County Input Document"authorizing disbursement from the Emergency Telephone
Service Authority cash fund. The Chairman shall sign on behalf of the Authority all
contracts, agreements, and official correspondence approved by a majority of the Board.
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Voted on and approved on at a regular E-911 Board Meeting on February 16,2010
DUTIES OF VICE-CHAIRMAN:
1. It shall be the responsibility of the Vice-Chairman to assume the duties of the Chairman
in his absence. Also, he shall perform other duties assigned by the Chairman.
DUTIES OF SECRETARY/TREASURER:
1. It shall be the responsibility of the Secretary/Treasurer to send members notices of all
meetings, keep minutes of all such meetings except executive sessions, send copies of the
minutes to the following:
a. One copy to each member of the Board.
b. One copy to the Clerk to the Board of County Commissioners.
c. One copy to each member jurisdiction's governing board.
d. Anyone else designated by the Board.
2. The Secretary/Treasurer shall insure the full and accurate account of the receipts and
disbursements. The Secretary/Treasurer and/or the designee shall deposit all monies and
other valuable effects in the name and to the credit of the authority in the Weld County
Treasury in the Emergency Telephone Service Authority Fund. The Secretary/Treasurer
and the Chairman may disburse the funds of the Authority as may be ordered by the
Board of Directors or as may be necessary in the ordinary course of business. The
Secretary/Treasurer shall render to the Board of Directors at its regular meetings, or
whenever it may require, an account of all transactions and of the financial condition of
the Authority.
3. The Secretary/Treasurer in conjunction with staff shall prepare an annual budget for the
Board's consideration prior to July 1 of each year.
4. The Secretary/Treasurer shall within thirty (30) days after the end of each fiscal year
prepare and present to the respective City Councils, Town Boards of Trustees, Board of
Directors of the Special Districts, and County Commissioners of Weld County, a
comprehensive annual report of the Board's activities and finances during the preceding
year. The Secretary/Treasurer shall also prepare and present such reports as may be
required by law, regulation or contract to any authorized federal and/or state agency or to
whom such report is required to be made in the course and operation of the Weld 911
Emergency Telephone Authority Board.
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Voted on and approved on at a regular E-911 Board Meeting on February 16,2010
MEETINGS:
1. Regular meetings of the Board shall be monthly, or as called by the Chairman.
2. Written notice of all regular meetings will be mailed so as to be received by members at
least one week prior to the meeting date.
3. Special and/or Executive Session meetings may be called by the Chairman or upon
request of three members of the Board. Notice of special meetings is to be by personal
telephone confirmation or personally acknowledged by radio or teletype contact or by
mail, providing notice is given 24 hours prior to the meeting date.
4. A quorum shall consist of a simple majority of the members of the Board. A quorum
shall be necessary to conduct business.
5. Robert's Rules of Order shall prevail to the extent they are not in conflict with specific
provisions of these Bylaws.
6. Executive sessions shall conform to statute (1973) CRS 29-9-101, PUBLIC MEETINGS.
a. All meetings of any board, commission, committee, or authority of a political
subdivision of the state supported by law in its activities in whole or in part with
public funds are declared to be public meetings and open to public at all times,
except that such groups, by majority consent of members present, may go into
executive session for consideration of documents or testimony given in
confidence but shall not make final policy decisions nor shall any resolution, rule,
ordinance, regulation, or formal action or any action approving a contract or
calling for the payment of money to be adopted or approved at any session which
is closed to the general public.
7. A member is strongly encouraged to attend each meeting and vote in person. In situations
when a member is not able to be physically present at a scheduled meeting, the member
may appear and vote by telephone or other interactive electronic device such as webcam,
if such technology is available at the scheduled meeting place. It is strongly preferred,
however, that each member personally appear at each meeting. A member may not attend
a meeting by telephone or other interactive electronic media more than three times in any
given calendar year. No absentee or proxy voting shall be allowed.
8. Each member shall be entitled to one vote on each issue.
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Voted on and approved on at a regular E-911 Board Meeting on February 16,2010
POWERS OF THE BOARD:
1. To do all acts necessary and proper for the operation of the Authority and
implementations of these Bylaws and Intergovernmental Agreement subject to the limits
of these Bylaws and Intergovernmental Agreement and not in conflict with these Bylaws
and Intergovernmental Agreement.
2. To retain agents and independent contractors necessary to achieve the purposes of the
Authority.
3. To purchase and lease equipment, machinery, and personal property to achieve the
purposes of the Authority.
4. To invest money in those investments authorized by 10-3-213, C.R.S., and by the
statutory sections specifically referred to in section 10-3-213, as from time-to-time
amended through the Weld County Treasurer.
5. To sue and be sued.
6. To enter into contracts.
7. To establish rules, procedures, and policies necessary for the operation and administration
of an emergency telephone system in Weld County.
8. To provide or contract for certain related phone services.
9. To collect taxes, fees, or other monies as allowed by the Intergovernmental Agreement
and state law.
10. To designate an official custodian of all Authority records.
11. Any property acquired by the Authority shall be the property of the Authority and not the
using jurisdiction.
12. In the event of dissolutionment, the Board of Directors shall determine the disposal of all
assets of the Authority among the participating jurisdictions.
13. To establish procurement procedures for acquisition of services and equipment.
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Voted on and approved on at a regular E-911 Board Meeting on February 16,2010
FISCAL ADMINSTRATION:
1. The Board shall adopt a budget annually in accordance with the Local Budget Act.
2. The Board must adopt or revise a budget for the Authority by a two-thirds vote of the
entire Board of Directors.
3. A fiscal year of this Authority shall be the calendar year.
4. Any budget for expenses of the Authority not allowable under state law or the
Intergovernmental Agreement shall be annually requested from Weld County by Julyl.
In the event Weld County does not approve the budget request, an assessment to each
member jurisdiction shall be made as determined necessary by the Board.
AUTHORITY:
1. Any conflict of these Bylaws and the Intergovernmental Agreement signed by all County,
Municipal Corporations, or Special District of Weld County shall be found in favor of the
Intergovernmental Agreement.
2. Changes to these Bylaws can be made at any regularly scheduled or special meeting by
agreement of a two-thirds majority of the entire Board of Directors.
ADDRESSES:
The area to be served by this Authority shall be the County of Weld, State of Colorado. The
mailing address of its principal office is P.O. Box 758, Greeley, CO 80632. The registered agent
for service of process shall be the Chairman of the Board whose address for service of process
shall be the Chairman of the Board whose address for service of process shall be the address of
915 Tenth Street, Greeley, CO 80632.
LEGAL NOTICES:
For the purpose of publications of legal notices of the Authority, the Greeley Tribune shall be the
legal newspaper since it has the largest circulation in the service area of the Authority.
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Voted on and approved on at a regular E-911 Board Meeting on February 16,2010
DISSOLUTION:
In accordance with Paragraph XIII.C of the creating Intergovernmental Agreement, disbanding of
the Authority Board shall only be by mutual agreement of a majority of the members. In the
event of disbanding,the powers granted to the Authority Board under the Intergovernmental
Agreement shall continue to the extend necessary to make an effective disposition of the
property, equipment, and monies held pursuant to the Intergovernmental Agreement. The
property, equipment, and monies, upon disbanding, shall be distributed according to the
following priorities: (1) If any public entity possessing the appropriate authority indicates an
intent to continue 911 service county-wide, then all property, monies, and equipment shall go to
said entity; (2) Any entities intending to provide 911 service in a portion of the county shall
receive a share based upon the percentage of the county-wide telephone accesses to be served; (3)
If no entity intends to continue 911 service, then monies, equipment, and property shall be
returned to the parties to the Intergovernmental Agreement at the time of disbanding in
proportion to their contribution during the duration of the Intergovernmental Agreement.
SEVERABILITY:
In the event that any article, provision, clause or other part of these Bylaws is held invalid or
unenforceable by a court of competent jurisdiction, such invalidity or unenforceability shall not
affect the validity or enforceability with respect to other articles, provisions, clauses, applications
or occurrences, and these Bylaws are expressly declared to be severable.
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Voted on and approved on at a regular E-911 Board Meeting on February 16,2010
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