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Home My WebLink About20153956.tiff Wski 911 C m &g cy —sOsp once SorVMco Autarky orky Board. 111,,1VN)10Or 2016 FINAL BUDGET 2015-3956 6:MumAniCaTA:olto - -2O/5"- Cm 000-5 WELD 911 EMERGENCY TELEPHONE SERVICE AUTHORITY BOARD P.O. Box 758 Greeley, Colorado 80632 Phone (970)356-4000, Ext 4245 November 17, 2015 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 2016 budget copy 2016 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 2016 Budget 2016 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, ffSee-1- Alan Caldwell Secretary/Treasurer 911 Emergency Telephone Service Authority 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 911 Emergency Telephone Service Authority to implement enhanced 911 emergency telephone capabilities for every telephone in Weld County. Currently 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, 20 fire districts, and four EMS services. Individual response personnel for each jurisdiction are notified of the emergency from the PSAP. The Weld 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. With the new era of smart phones the public's expectation will be that citizens should be able to call for emergency help and engage with their government service organizations in the same ways they communicate every day. Next Generation 911 (NG 911) is the initiative aimed at improving public emergency communications services to support the modern, mobile communication revolution. NG 911 systems will be comprised of Emergency Services IP networks, hardware, software, operational policies and procedures which will enable the public to transmit voice, texts, images, and videos to a 911 emergency call center (PSAP). The PSAP of the future will also be able to receive data from advanced automatic collision notification systems, medical alert systems, and environmental sensors. NG 911 PSAP's will be able to issue emergency alerts to wireless devices in the area via voice, or text messages and highway alert system. The NG911 era will cause the Weld 911 Emergency Telephone Service Authority Board to examine its service priorities and funding requirements to meet these service priorities. Although the funds collected from the surcharge can be spent to pay for dispatch and computer support staff, equipment costs, installation costs, the monthly recurring charges, and emergency medical services provided by telephone the increased costs of the NG 911 system will require the funds to be spent on the primary mission of the authority, which is to provide a secure environment for emergency communications ensuring the delivery of calls, messages, and data to the appropriate PSAP and any other appropriate emergency entity. This new era will mean that funds must be spent in the priority order of acquiring the necessary NG 911 equipment and technology, installation and maintenance costs of the equipment and technology, the monthly recurring charges for the system, and funding an appropriate replacement reserve. Then and only then, when those essential system requirements are fully funded, can the authority board consider funding additional items such as dispatch and computer staff costs, other services and supplies, training, etc that have been funded in recent years as legislative changes have expanded the use of the surcharge collections. 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. In September, 2014, Weld County took over the management of the Weld County Regional Communications Center that provides E911 dispatch services to 18 law enforcement agencies, 20 fire districts, and four EMS services. The Weld County Director of Communications and Public Safety has developed a 2016-2024 Capital Plan for E911 that will require $496,487 annually in depreciation to support the capital needs and keep the Weld County E911system at a state of the art standard. With the capital needs satisfied the remaining annual revenue resources will be contributed toward the operational costs of the Weld County Regional Communications Center. In 2016 that amount will be $2,190,534. The estimated ending fund balance with depreciation included will be $729,866, a very comfortable cash balance to deal with any emergency needs. On April 15, 2014, the Weld 911 Emergency Telephone Service Authority Board adopted a fund balance policy that there shall be a base fund balance amount determined annually which will be retained for the three-percent (3%)TABOR reserve and other contingencies. That amount for the current year and subsequent years until changed shall be $500,000. In addition to the base fund balance amount the Weld County Director of Communications and Public Safety and Weld County Director of Finance shall develop a Ten Year Capital Plan for E911 that will calculate the necessary annually amount needed in depreciation to support the capital needs and keep the Weld County E911 system at a state of the art standard. The Ten Year Capital Plan for E911 shall show the necessary cash flow required to properly fund the Ten Year Capital Plan for E911. With the base fund balance of$500,000, plus the capital needs satisfied, the remaining annual revenue resources will be contributed toward the operational costs of the Weld County Regional Communications Center. The excess fund balance from the prior fiscal year shall be transferred in the current budget year once the audit of the prior fiscal year has been completed. For example, the excess fund balance for fiscal year 2015 shall be transferred in 2016 after the 2015 audit is completed. In 2015 no funds were transferred to the Weld County General Fund in accordance with this policy. 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 2016 to fund expenditures authorized by the intergovernmental agreement and current legislation, and transition to the NG 911 system. A 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$496,487. 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. Weld E-911 Emergency Telephone Authority for the period January 1, 2016 to December 31, 2016 Actual Estimated Proposed Final Resources 2014 2015 2016 2016 Beginning Fund Balance $ 3,749,423 $ 1,046,892 $ 1,343,379 $ 1,343,379 Estimated Revenue Surcharge 2,335,328 2,350,000 2,350,000 2,350,000 Interest/Other 14,419 10,000 10,000 10,000 Total Resources $ 6,099,170 $ 3,406,892 $ 3,703,379 $ 3,703,379 Estimated Expenditures Operations Personnel $ 0 $ 0 $ 0 $ 0 Office Supplies 0 0 0 0 Small Items of Equipment 171,493 0 0 0 Computer Services 521,653 519,954 546,644 546,644 Other Supplies 0 1,800 0 0 Professional Services 307,648 68,310 24,500 24,500 Telephone Charges 153,910 309,660 309,660 309,660 Contract Payments 596,981 720,542 787,633 787,633 Meeting Expenses 3,275 0 1,800 1,800 Other Prof. Services 0 402,969 193,276 193,276 Transfers $ 1,194,328 $ 0 $ 0 $ 0 Equipment Equipment $ 2,102,990 $ 40,278 $ 1,110,000 $ 1,110,000 Depreciation 500,625 496,487 496,487 496,487 Contingency 0 0 100,000 100,000 Emergency Reserve 0 0 100,000 100,000 Total Expenditures $5,552,903 $ 2,560,000 $ 3,670.000 $ 3,670,000 ENDING FUND BALANCE $ 546,267 $ 846,892 $ 33,379 $ 33,379 ENDING FUND BALANCE with Depreciation and Contingencies $ 1,046,892 $ 1,343,379 $ 729,866 $ 729,866 a- Weld 911 Emergency Telephone Authority 2016 7300- Emergency 2014 2015 2016 2016 22300 Telephone Operations Actual Estimate Proposed Final 6111 Personnel $ 0 $ 0 $ 0 $ 0 6210 Office Supplies 0 0 0 0 6220 Small Items of Eqpmt. 171,493 0 0 0 I! 6225 Computer Software 521,653 519,954 546,644 546,644 6249 Other Supplies 0 1,800 0 0 6370 Professional Services 307,648 68,310 24,500 24,500 6367 Telephone Charges 153,910 309,660 309,660 309,660 6373 Contract Payments 596,981 720,542 787,633 787,633 6393 Meeting Expenses 3,275 0 1,800 1,800 6379 Other Prof. Services 0 402,969 193,276 193,276 751000 Transfers 1,194,328 0 0 0 Total Expenditures $ 2,949,288 $ 2,023,235 $ 1,863,513 $ 1,863,513 Weld 911 Emergency Telephone Authority 2016 7300- 2014 2015 2016 2016 22300 Equipment Actual Estimate Proposed Final 6540 Depreciation $ 500,625 $ 496,487 $ 496,487 $ 496,487 6952 Equipment 2,102,990 40.278 1,110,000 1.110.000 Total Expenditures $ 2,603,615 $ 536,765 $1,606,487 $1,606,487 7300- 2014 2015 2016 2016 22300 Reserves Actual Estimate Proposed Final 6940 CONT Contingency $ 0 $ 0 $ 100,000 $ 100,000 6940 EMGY Emergency Reserve 0 0 100.000 100,000 Total Expenditures $ 0 $ 0 $ 200,000 $ 200,000 Weld 911 Emergency Telephone Authority 2016 7300- 2014 2015 2016 2016 22300 Revenues Actual Estimate Proposed Final 4410 Telephone Surcharge $ 2,335,328 $ 2,350,000 $ 2,350,000 $ 2,350,000 4610 Earnings on Deposit 14,419 10,000 10,000 10,000 Total Revenue $ 2,349,747 $ 2,360,000 $ 2,360,000 $ 2,360,000 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, 2016, AND ENDING ON THE LAST DAY OF DECEMBER, 2016 WHEREAS, the Authority Board of the Weld Emergency Telephone Authority has appointed Alan Caldwell, Secretary/Treasurer, to prepare and submit a proposed budget to said governing body at the proper time, and WHEREAS, Alan Caldwell, 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 17, 2015, 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 $ 3,670,000 Section 2. That estimated revenues for the fund are as follows: From unappropriated surplus $ 1,310,000 From sources other than general property tax 2,360,000 From general property tax levy 0 TOTAL REVENUES $ 3,670,000 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 17th day of November, A.D., 2015. ATTEST: ` kike\ CRET Y/TREASURER CHAIR AUTHORITY BOARD AUTHORITY BOARD 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 2016 BUDGET YEAR WHEREAS, the Authority Board, on November 17, 2015, 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 $ 1,863,513 Capital Outlay 1,110,000 Depreciation 496,487 Contingency 100,000 Emergency Reserve 100,000 TOTAL FUND $ 3,670,000 ADOPTED this 17th day of November, A.D., 2015. ATTEST: �Yi�. - "41 CRET Y/TREASURER CHAIR AUTHORITY BOARD AUTHORITY BOARD NOTICE OF WELD E911 AUTHORITY BOARD 2016 FINAL BUDGET HEARING NOTICE IS HEREBY GIVEN that a proposed budget has been submitted to the Weld County E911 Authority Board for the budget year of 2016. A copy of the proposed budget has been filed in the Weld County Office of the Clerk to the Board, located at 1150 O Street, Greeley, Colorado, where same is open for public inspection. The proposed budget for 2016 will be considered at a regular meeting of the Board to be held in the Public Safety Communications Room, located within the 1551 North 17th Avenue, Suite 2, Greeley, Colorado 80631, on November 17, 2015, at 12:00 p.m. Any interested citizen within such Weld County E911 Authority Board, which includes all of Weld County, may inspect the proposed budget and file or register any objections thereto at any time prior to the final adoption of the 2016 proposed budget. WELD E911 AUTHORITY BOARD WELD COUNTY, COLORADO DATED: October 23, 2015 Published: October 28, 2015, in the Greeley Tribune Affidavit of Publication STATE OF COLORADO ss. County of Weld, I Diane McConkey of said County of Weld, being duly sworn, say that I am an advertising clerk of THE GREELEY TRIBUNE, that the same is a daily newspaper of general circulation and printed and published in the City of Greeley, in said county and state; that the notice or advertisement, of which the annexed is a true copy, has been published in said daily newspaper for consecutive(days):that the notice was published in the regular and entire issue of every number of said newspaper during the period and time of publication of said notice, and in the newspaper NOTICE OF WELD E911 AUTH0TI TY B0ARE and not in a supplement FINAL BUDGET HEARING proper thereof; that the • NOTICE IS HEREBY GIVEN that a proposed budget has been first publication of said notice was contained in the submitted to the Weld County E911 Authority Board for the bud- Twenty-Eighth day of October A.D. 2015 and get year of 2016 A copy of the proposed budget has been filed in the Weld County Office of the Clerk to the Board.located at the last publication thereof: in the issue of said 115OO Street.Greeley.Colorado,where same is open for pub- lic inspection. The proposed budget for 2016 will be considered newspaper bearing the date of the at a regular meeting of the Board to be held in the Public Safety Communications Room,located within the 1551 North 17th Ave- Twenty-Eighth day of October A.D. 2015 that nue,Suite 2.Greeley,Colorado 60631,on November 17,2015. at 12:00 p.m Any interested citizen within such Weld County said The Greeley Tribune has been published 6911 Authority Board.which includes all of Weld County,may „inspect the proposed budget and file or register any objections continuously and uninterruptedly during the period thereto at any time prior to the final adoption of the 2016 pro- posed budget. of at least six months next prior to the first issue WELD 6911 AUTHORITY BOARD thereof contained said notice or advertisement WELD COUNTY,COLORADO above referred to; that said newspaper has been DATED: Ontoh6r 23.2015 admitted to the United States mails as second-class The Tribune matter under the provisions of the Act of March October 28.2015 3,1879, or any amendments thereof; and that said newspaper is a daily newspaper duly qualified for publishing legal notices and advertisements within the meaning of the laws of the State of Colorado. October 28,2015 Total Charges: $5.81 C3f\aikt 28th day of October 2015 My Commission Expires 6/14/2017 • Zi/X Notary Public ROBERT LITTLE NOTARY PUBLIC STATE OF COLORADO NOTARY ID 20014018494 PAY COMMISSION EXPIRES JUNE 14,2017 Hello