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Home My WebLink About20103178.tiff WELD COUNTY E-911 EMERGENCY TELEPHONE SERVICE AUTHORITY BOARD October 19th, 2010 The Weld County E-911 Emergency Telephone Service Authority Board met in session on Tuesday, October 19th, 2010 at noon. ROLL CALL: The meeting was called to order by Chairperson Juan Cruz. Present were Board Members Juan Cruz, Mitch Wagy, Kevin Halloran, Doug Rademacher, Gary Sandau and Randy Winsett. Jim Burack was excused absent. Staff members present included Mike Savage, Dave Mathis, Anita Scrams and Susan Johnson. Monica Mika, Andy Bellendir and Tim Nash were also present. A quorum existed. MINUTES: Doug Rademacher moved, Randy Winsett seconded a motion to approve the minutes of the September 21st, 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 September 2010 [refer to Sgt. Mathis' "September 2010 WCRCC Monthly Reports"]. • Radio repeaters were added to the O Street and 35th Avenue sites last week. CCNC needs another 700 MHz site in Tri-Town to help with radio busies on the South Channel. Per Andy, CCNC is writing a grant to fund this project. It will also benefit CSP and Adams County. 2. CAD RFP Update: Tiburon withdrew from the process. Last Friday, users met to compose a list of"must haves" in the new system. The oversight board will meet to choose the vendor, and then the City and County attorneys will work with I.T. to compose a contract. The next critical phase will be the transition plan. 3. 2011 Budget: The Board reviewed the proposed 2011 budget. Tim Nash stated that he and Don Warden agree that even though the balance of the fund will be significantly drawn down, the Board will still be able to do what is necessary in the next 5-7 years. Discussion: Equipment—adjust from proposed amount to $3,023,495 • CAD Upgrade and Computer replacement— Anita will check if the 14 Center workstations are included in the upgrade/project or considered a line item. The new software & server were budgeted. • O-N-S ring - will not be replaced until December, and under warranty, so no maintenance budget will be required for 2011. • Console Radio Upgrade—per Andy and Dave, this will take place early in the year so it will be stable before the CAD replacement project occurs • Radios at Back-up Center, we have 5 and need 8 positions. Some of the Console Radios being replaced will be recycled to the Back-up Center Personnel—adjust from proposed amount to $895,000 • MSAG and Computer Services Systems Administrator positions added back in to the budget, and will be billed to E-911 by ACS • 8 Dispatch positions are covered 100% by E-911 • Overtime for training, meetings, recertification, attrition(currently one vacancy) • Off console training for new CAD software Uniforms—adjust from proposed amount to $1,000 Training— adjust from proposed amount to $19,100 Juan Cruz will see to it that the appropriate changes are made to the budget spread sheet and will send the updated budget out to all Board Members prior to the next E- 911 meeting, which will be the public hearing—taking place at the Kent Donahue Community Room on November 16`h at noon. NEW BUSINESS: 1. Treasurer Reports: Randy Winsett presented the September 2010 Treasurer's Report. 438,091 billable units remain on the Intrado account. Kevin Halloran moved, Gary Sandau seconded a motion to approve the Treasurer's Report, motion carried unanimously. 2. Radio Repeaters: This item was presented and discussed under the Staff Report. No further business was discussed, Doug Rademacher moved to adjourn, Kevin Halloran seconded the motion. Motion carried unanimously, the meeting adjourned at 13:25 p.m. Minutes taken by Susan Johnson To: Captain Mike Savage Fr: Sergeant David Mathis Dt: October 7, 2010 Re: September 2010 WCRCC Monthly Report Personnel: Authorized: 46 Full-time Dispatchers, 8 Supervisors Assigned: 44 Full-time dispatchers, 3 part-time Dispatchers (1.5 FTEs), 8 supervisors Hourly: 2 non-benefited hourly dispatchers Vacancies: 1.5 (effective October 7, 2010) Workload: September Phone Calls 2010 YTD 2009 YTD % Change YTD E-911: 8,432 70,463 73,700 - 4.39 % Non-911 calls: 20,990 185,438 191,676 - 3.25 % EMD Calls: 1,361 11,823 12,137 - 2.59 % * Overall, incoming phone calls are DOWN year to date by 3.57 %. Calls for Service: Police: 28,305 254,136 252,421 + .68 % Fire: 2,122 18,090 18,219 - .71 % • Overall, calls for service are UP year to date by.59%. Additional Information/Projects • The two new fire dispatchers hired in June are progressing well and now in call-taking training. • We have been authorized to hire one full time dispatcher which will leave us with a .5 FTE vacancy. • Interviews are scheduled for October 14`h and 15`h. • The State of Colorado and CCNC are adding two additional radio repeaters to both the O Street and the 35th Avenue sites this month. • The State and CCNC are recommending that "somebody" add another 700 MHz repeater to the Tri Town site. There have been no volunteers to take on this cost(est. $40-50 K). 911 call answering times county-wide for August 2010 • Calls answered in less than 10 seconds: 87.18% (Last year: 90.65%) Calls answered in less than 15 seconds: 98.13% (Last year: 98.80%) • Fire dispatch times for August 2010: Initiated to Dispatched *Less than 1 minute: 33.15% (Last year: 69.92%) *Less than 90 seconds: 79.56% (Last year: 89.84%) • This month 29.70% of our 911 calls were wireless. Wed 916 Emergency To s ane MAC Author y &oath i fiono ,s it ' 2011 FINAL BUDGET 1 10/19/2010 911 Board Meeting WELD 911 EMERGENCY TELEPHONE SERVICE AUTHORITY BOARD P.O. Box 758 Greeley,Colorado 80632 Phone(970)356-4000, Ext 4245 November 30, 2010 Division of Local Government 1313 Sherman Street Room 520 Denver, CO 80203 Dear Sirs: Enclosed please find the following documents relating to the Weld County 911 Emergency Telephone Service Authority Certification of 2011 budget copy 2011 Budget Message • Description of Service • Budgetary Accounting Basis • Lease/Purchase Agreements • Summary of Resources and Estimated Expenditures • Line Item Revenue, Operating Expenses and Capital Equipment Affidavit of Publication Resolution to Adopt 2011 Budget 2011 Resolution to Appropriate Sums of Money Because the authority is supported by a telephone surcharge, no property tax is levied or authorized. If you have questions please do not hesitate to contact me or Don Warden, Director of Budget and Management Analysis, at (970)336-7215, Extension 4218. Very truly yours, Randy Winsett Secretary/Treasurer 911 Emergency Telephone Authority 2 Budget Message Service: Prior to 1990, many jurisdictions in Weld County had limited 911 service. Some jurisdictions had no method to report emergencies using the telephone system. To serve the public welfare and the best interests of all citizens in Weld County, 41 government entities within Weld County agreed to form the Weld County 911 Emergency Telephone Service Authority to implement enhanced 911 emergency telephone capabilities for every telephone in Weld County. E-911 is a telephone system utilizing the single three-digit number 911 for reporting police, fire, medical, or other emergency situations. A call on the E-911 system automatically displays the location of the caller's telephone number, address for the telephone, and other supplemental information of the calling party's location at a Public Safety Answering Point (PSAP). There is a single PSAP in the Weld County Regional Communications Center serving 18 law enforcement agencies, 21 fire districts, and two EMS services. Individual response personnel for each jurisdiction are notified of the emergency from the PSAP. The Weld County 911 Emergency Telephone Service Authority is a separate legal entity responsible for the administration of the E-911 emergency telephone service program for all of Weld County, except the Town of Erie. The Authority Board is authorized to collect an emergency telephone charge not to exceed seventy cents per month. The Authority Board must determine the surcharge rate each year, no later than September 1st, and fix the new rate to take effect commencing with the first billing period of each telephone customer on, or following, the next January 1st. Funds collected from the surcharge must be spent to pay for dispatch and computer support staff, equipment costs, installation costs, the monthly recurring charges, and, if moneys are available after such charges are fully paid, such funds may be expended for emergency medical services provided by telephone. Any funds collected and unexpended at the end of the budget year are carried over to the next succeeding year to be used in supplying E-911 emergency telephone service. The Authority Board may do any act as may be necessary to continue operation of the 911 emergency telephone service including, but not limited to, the ability to negotiate with equipment vendors and service suppliers to obtain the benefit of technological developments. These benefits must improve or enhance the quality and efficiency of 911 emergency telephone service to the users. The primary funding resource for E-911 service is the surcharge established in 1988, at fifty cents per month, per telephone service. Beginning in 1998,the surcharge was also extended to wireless phones. Effective January 1, 2009, the surcharge went up to seventy centers per month, per telephone service. The revenue from the seventy cent surcharge and surplus revenues carried forward from previous years will produce sufficient revenues in 2011 to fund expenditures authorized by the intergovernmental agreement and current legislation. 3 Budgetary Accounting Basis: The Basis of Accounting refers to when revenue and expenditures or expenses are recognized in the accounts and reported in financial statements. The Basis for Accounting relates to the timing of the measurements made regardless of the measurement focus applied. Revenue and expenditures or expenses are accounted for using a modified accrual method. This method recognizes revenue in the year in which it becomes both measurable and available as net current assets or,when revenue is of a material amount, planned for but not yet received. Revenue in the modified accrual method primarily consists of surcharges collected even though the surcharge may not have yet been remitted by telephone companies in the service area. Unbilled charges for services are recorded in the appropriate fund at year end. Expenditures are generally recorded when the related fund liability is incurred. The Board adopted a policy in the meeting on September 15, 1992,to fund an equipment reserve by depreciating E-911 equipment, effective January 1, 1993. Equipment will be depreciated using a straight-line method and a five-year life. This depreciation method results in an annualized expense of approximately $121,000. Lease-Purchase Agreements: The following supplemental data regarding lease purchase agreements involving real property pursuant to Section 29-1-104(2)(d), C.R.S., 1973, as amended: $ 0 A. The total amount to be expended during the ensuing fiscal year for payment of obligations under all lease-purchase agreements involving real property. $ 0 B. The total maximum payment liability of the local government under all lease-purchase agreements involving real property over the entire terms of such agreements, including all optional renewal terms. $ 0 C. The total amount to be expended during the ensuing fiscal year for payment obligations under all lease-purchase agreements other than those involving real property. $ 0 D. The total maximum payment liability of the local government under all lease-purchase agreements other than those involving real property over the entire term of such agreements, including all optional renewal terms. 4 Weld County E-911 Emergency Telephone Authority for the period January 1, 2011 to December 31, 2011 Actual Estimated Proposed Final Resources 2009 2010 2011 2011 Beginning Fund Balance $ 3,223,697 $ 3,599,571 $ 3,884,279 $ 3,884,279 Estimated Revenue Surcharge 1,873,189 2,065,000 2,165,000 2,165,000 Interest 103.617 60,000 40,000 40,000 Total Resources $ 5,200,503 $ 5,724,571 $ 6,089,279 $ 5,830,603 Estimated Expenditures Operations Personnel $ 0 $ 814,156 $ 905,492 $ 905,492 Office Supplies 3,278 13,000 9,665 9,665 Small Items of Equipment 178,820 98,823 59,735 59,735 Computer Software 89,063 13,827 22,258 22,258 Uniforms 0 0 1,000 1,000 Other Supplies 5,700 7,100 10,975 10,975 Telephone Charges 983,919 115,200 140,738 140,738 Contract Payments 57,323 516,928 577,547 577,547 Training 706 14,420 14,100 14,100 Other Prof. Services 13,030 20,725 20,250 20,250 Grants and Donations $ 161 $ 0 $ 0 $ 0 Equipment Equipment $ 268,932 $ 226,113 $ 2,980,000 $ 2,980,000 Depreciation 239,534 121,000 121,000 121,000 Contingency 0 0 30,000 30,000 Emergency Reserve 0 0 96,000 96,000 Total Expenditures $ 1,840,466 $ 1,961,292 $ 4,988,760 $ 4,988,760 ENDING FUND BALANCE $ 3,360,037 $ 3,763,279 $ 1,100,519 $ 1,100,519 ENDING FUND BALANCE with Depreciation and Contingencies $ 3,599,571 $ 3.884.279 $ 1,347,519 $ 1,347,519 5 Weld 911 Emergency Telephone Authority 2011 7300- Emergency 2009 2010 2011 2011 22300 Telephone Operations Actual Estimate Proposed Final 6111 Personnel $ 0 $ 814,156 $ 905,492 $ 905,492 6210 Office Supplies 3,278 13,000 9,665 9,665 6220 Small Items of Eqpmt. 178,820 98,823 59,735 59,735 6225 Computer Software 89,063 13,827 22,258 22,258 6248 Uniforms 0 0 1,000 1,000 6249 Other Supplies 5,700 7,100 10,975 10,975 6367 Telephone Charges 983,919 115,200 140,738 140,738 6379 Contract Payments 57,323 516,928 577,547 577,547 6400 Training 706 14,420 14,100 14,100 6370 Other Prof. Services 13,030 20,725 20,250 20,250 6710 Grants and Donations 161 0 0 0 Total Expenditures $ 1,332,000 $ 1,614,179 $ 1,761,760 $ 1,761,760 6 Weld 911 Emergency Telephone Authority 2011 7300- 2009 2010 2011 2011 22300 Equipment Actual Estimate Proposed Final 6540 Depreciation $ 239,534 $ 121,000 $ 121,000 $ 121,000 6952 Equipment 268,932 226,113 2.980.000 2.980.000 Total Expenditures $ 508,466 $ 347,113 $3,101,000 $3,101,000 7300- 2009 2010 2011 2011 22300 Reserves Actual Estimate Proposed Final 6940 CONT Contingency $ 0 $ 0 $ 30,000 $ 30,000 6940 EMGY Emergency Reserve 0 0 96,000 96,000 Total Expenditures $ 0 $ 0 $ 126,000 $ 126,000 7 Weld 911 Emergency Telephone Authority 2011 7300- 2009 2010 2011 2011 22300 Revenues Actual Estimate Proposed Final 4410 Telephone Surcharge $ 1,873,189 $ 2,065,000 $ 2,165,000 $ 2,165,000 4610 Earnings on Deposit 103,617 60,000 40,000 40,000 Total Revenue $ 1,976,806 $ 2,125,000 $ 2,205,000 $ 2,205,000 8 RESOLUTION TO ADOPT BUDGET A RESOLUTION SUMMARIZING EXPENDITURES AND REVENUES FOR THE EMERGENCY TELEPHONE AUTHORITY FUND AND ADOPTING A BUDGET FOR THE WELD 911 EMERGENCY TELEPHONE SERVICE AUTHORITY, FOR THE CALENDAR YEAR BEGINNING ON THE FIRST DAY OF JANUARY, 2011, AND ENDING ON THE LAST DAY OF DECEMBER, 2011 WHEREAS,the Authority Board of the Weld Emergency Telephone Authority has appointed Randy Winsett, Secretary/Treasurer, to prepare and submit a proposed budget to said governing body at the proper time, and WHEREAS, Randy Winsett, Secretary/Treasurer, has submitted a proposed budget to this governing body for its consideration, and WHEREAS, upon due and proper notice, published or posted in accordance with the law, said proposed budget was open for inspection by the public at a designated place, a public hearing was held on November 16, 2010, and interested taxpayers were given the opportunity to file or register any objections to said proposed budget. NOW,THEREFORE, BE IT RESOLVED BY THE AUTHORITY BOARD OF THE WELD 911 EMERGENCY TELEPHONE SERVICE AUTHORITY: Section 1. That estimated expenditures for the fund are as follows: Emergency Telephone Authority Fund $ 4,988,760 Section 2. That estimated revenues for the fund are as follows: From unappropriated surplus $ 2,783,760 From sources other than general property tax 2,205,000 From general property tax levy 0 TOTAL REVENUES $ 4,988,760 Section 3. That the budget,as submitted,amended,and summarized above by fund, hereby is approved and adopted as the budget of the Weld 911 Emergency Telephone Service Authority for the year stated above. Section 4. That the budget hereby approved and adopted shall be signed by the Chairman of the Authority Board and made a part of the public records of the Authority. ADOPTED this 16th day of November, A.D., 2010. ATTEST: SECRETARY/TREASURER CHAIR AUTHORITY BOARD AUTHORITY BOARD 9 RESOLUTION TO APPROPRIATE SUMS OF MONEY A RESOLUTION APPROPRIATING SUMS OF MONEY TO THE EMERGENCY TELEPHONE AUTHORITY FUND, IN THE AMOUNT AND FOR THE PURPOSE AS SET FORTH BELOW, FOR THE WELD 911 EMERGENCY TELEPHONE SERVICE AUTHORITY, FOR THE 2011 BUDGET YEAR WHEREAS,the Authority Board, on November 16, 2010, has adopted the annual budget in accordance with the Local Government Budget Law, and WHEREAS,the Authority Board has made provision therein for revenues in an amount equal to, or greater than, the total proposed expenditures as set forth in said budget, and WHEREAS, it is not only required by law, but also necessary, to appropriate the revenues provided in the budget to and for the purposes described below, so as not to impair the operations of the Authority. NOW,THEREFORE,BE IT RESOLVED BY THE AUTHORITY BOARD OF THE WELD 911 EMERGENCY TELEPHONE SERVICE AUTHORITY: That the following sums are hereby appropriated from the revenue of the Emergency Telephone Authority Fund for the following purposes: Emergency Telephone Authority Fund Current Operating Expenses $ 1,761,760 Capital Outlay 2,980,000 Depreciation 121,000 Contingency 30,000 Emergency Reserve 96,000 TOTAL FUND $ 4,988,760 ADOPTED this 16th day of November, A.D., 2010. ATTEST: SECRETARY/TREASURER CHAIR AUTHORITY BOARD AUTHORITY BOARD 10 Notes from the E-911 Board Work session of 10/19/2010 Weld E-911 Authority Board Approved 20110 Budget from 10/19/2010 Work session Proposed Final Resources 2011 2011 Beginning Fund Balance 3,884,279 3,884,279 Estimate Revenues Surcharge 2,165,000 2,165,000 Interest 40,000 40,000 Total Resources 6,089,279 6,089,279 Estimate Expenditures Operations Personnel 895,000 895,000 The personnel cost was reduced by Office Supplies 9,665 9,665 $10,492. Small Items of Equipment 59,735 59,735 Computer Software 22,258 22,258 Uniforms 1,000 1,000 Other Supplies 10,975 10,975 Telephone Charges 140,738 140,738 Contract Payments 577,547 577,547 We added $5,000 to training. Training 19,100 19,100 Other Prof. Services 20,250 20,250 Total Operating Expenditures 1,756,268 1,756,268 We added $43,495 to Equipment to cover Grants and Donations 0 o Equipment increased cost for the new CAD plus Equipment 3,023,495 3,023,495 some hardware that had not been added Depreciation 121,000 121,000 to the CAD conversion cost, i.e., Contingency 30,000 30,000 computers for the 15 work stations. Emergency Reserve 96,000 96,000 Contract payment will be lower once we Total Capital, Depreciation, install the new consoles. The $2.03 Contingency and Emergency million cost includes three (3) years of Reserves 3,270,495 3,270,495 service agreement (24 X 7). Total Expenditures 5,026,763 5,026,763 MCC7500-15 Positions $1,838,448.00 Extended Warranty 24 X7 year 2 303,718.00 Ending Fund Balance 1,062,516 1,062,516 Extended Wantonly 24X 7 year 3 338.404.00 Ending Fund Balance with G1°" °' - - $2,028,570.00 Depreciation and Juan O. Cruz 10/20/2010 Contingencies 1,309,516 1,309,516 Juan O. Cruz, Board Chair 11 Hello