Improvement Package Summary

Transcription

1 EMERGENCY COMMUNICATIONS % Change FY 2010/11 FY2011/12 FY2011/12 FY 2012/13 from Adopted Budget Highlights Actual Adopted Amended Recomm'd FY2011/12 Employee Expense 1,060,249 1,072,711 1,072,711 1,141, % Supplies and Services 76,805 90,730 90, , % Machinery and Equipment 6,718 7, % Total 1,143,772 1,163,441 1,163,573 1,250, % Operating Revenue 378, , , , % LJebt on communications Tower abated with Sales Tax 20% Fund 22, % Property Tax Support 764, , , ,486 55,421 Percent Increase (Decrease) 7.1% Personnel - Authorized FTE Improvement Package Summary 1 of 4 This improvement package would provide for an additional full-time Public Safety Dispatcher (OE-09E). This would increase staffing levels to minimum of three and provide coverage during all hours of the day. The need for the additional personnel is due to the increase in calls for service as well as taking on the dispatch duties from Dyersville. As the Police Department adds new officers, it creates more radio traffic for the dispatchers and it takes more time to answer and process phone calls from citizens. Emergencies happen at all hours of the day and the ones that happen during the two person staffing hours can stress and hinder dispatching capabilities. Related Cost: $67,290 - Tax Funds - Recurring Related Revenue: $22,206 - Dubuque County-Joint Communications Net Cost: $45,084 Property Tax Impact: +$.0214/+.20% Activity: Emergency Communications Recommend - No 20f4 This improvement package would provide for additional part-time Public Safety Dispatcher (OE-09C) support. Currently, there are 2.79 part-time Public Safety Dispatcher FTE and this package would increase the number of part-time FTE by.46 FTE or 957 hours annually to a total of 3.25 FTE or 6,760 hours annually. The primary reason for the request is based on a five year historical overspending in part-time support; which has been over budget an average of 14.42%. The reason for the overage is -9-

2 due to an increase in full-time personnel requesting vacation as well as more vacation time for senior dispatchers including the new Lead Dispatcher. In addition, the Police Department has increased the number of Special Projects which many require their own part-time dispatcher. Part-timers are vital to the daily operations of the center and provide coverage for all vacations, compensation, and sick time for full-time employees. Related Cost: $23,684 - Tax Funds - Recurring Related Revenue: $7,895 - Dubuque County-Joint Communications Net Cost: $15,789 Property Tax Impact: +$.0075/+.07% Activity: Emergency Communications Recommend - Yes 30f4 This improvement package would provide for a full-time Assistant Manager (GE-32E) for the Emergency Communications Center. This person would be in charge of creating and updating departmental Standard Operating Guidelines and creating and instructing a "911 in schools program". This person would also be in charge of training and education for the 911 center. This person would also cover vacations of leads in order to have better supervisor coverage for the department. The nonrecurring cost includes a workstation ($700); computer ($2,100); software ($654); Dale Carnegie training ($1,800); and a one-time 40 hour training ($500). Related Cost: $78,996 - Tax Funds - Recurring Related Cost: $ 5,754 - Tax Funds - Non-Recurring Related Revenue: $27,967 - Dubuque County-Joint Communications Net Cost: $56,783 Property Tax Impact: +$.0269/+.25% Activity: Emergency Communications Recommend - No 40f4 This improvement package provides for new testing software of entry level applicants. This will be used to assist in hiring the best people for open positions. This software would replace the use of a paper test with testing done by computers. This would be testing on reading and comprehension, listening, and following verbal direction skills. There are several software venders that provide testing material that will test more than just basic knowledge and have tests that are directly focused on Emergency Dispatcher testing. This would be used to purchase the software, headsets and microphones to be used for the testing. There would be a renewal cost of approximately $1,200 per year. Related Cost: $ 6,400 - Tax Funds - Non-Recurring Related Cost: $ 1,200 - Tax Funds - Recurring Related Revenue: $ 2,133- Dubuque County-Joint Communications Net Cost: $ 4,267 Property Tax Impact: +$.0020/+.02% Activity: Emergency Communications Recommend - Yes Significant Line Items at Maintenance Level (Without Recommended Improvement Package) -10-

3 Employee Expense 1. FY 2013 employee expense reflects a 2.5% wage package increase. 2. Iowa Public Employee Retirement System (IPERS) increased the City contribution from 8.07% to 8.67% and the employee contribution from 5.4% to 5.78% (which did not affect the City's portion of the budget). The increase in the City contribution for IPERS increased the Emergency Communications budget by $5,066 or 7.43% in FY The City portion of health insurance expense is budgeted to be increased from $770 per month per contract to $835 per month. This increase in health insurance expense increased the Emergency Communications budget by $ or 8% in FY Overtime expense remained at $5,391 in FY Holiday Pay increased from $17,551 in FY 2012 to $23,795 in FY 2013 due to the additional City holiday (Martin Luther King Day). Supplies & Services 6. Office Equipment Rental increased from $41,316 in FY 2012 to $51,336 in FY 2013 based on the actual cost of the rental of the T-1 line provided by the state through the National Crime Information Center/Iowa Computer (NCIC). The direct line provides the City with access to the computer system for law enforcement related items such as but limited to wanted/missing person, vehicle registrations, driver's licenses, and other law enforcement information from Iowa and nationally. This amount is based on actual activity which has increased by 76,266 messages over the previous year. The rate is set by the number of messages that are sent and the dedicated phone line charge of $340 is added to that rate. The State sets the rates and the monthly charge in FY 2013 will be $4,278 as compared to $3,443 in FY Education and Training increased from $7,500 in FY 2012 to $8,100 in FY 2013 due to the material costs when attending the Emergency Police Dispatch and the Emergency Fire Dispatch protocols. There will be an additional $60 per dispatcher for renewal fees for half the department or ten dispatchers for a total of $ General Liability Insurance decreased from $8,975 in FY 2012 to $7,328 in FY 2013 based on FY 2012 actual of $6,980 plus a 5% (per review with agent). There was a significant decrease from FY 2011 actual to FY 2012 actual due to an increase in deductible limits from $10,000/$100,000 to $20,000/$150, Miscellaneous Services and Miscellaneous Office Supplies decreased from $692 in FY 2012 to $0 in FY 2013 due to moving $330 to Property Maintenance. 10. Telephone expenses increased from $5,695 in FY 2012 to $5,770 in FY 2013 due to two additional lines for the alarm board. 11. Copying and Reproduction increased from $2,174 in FY 2012 to $2,444 in FY 2013 based on the FY 2011 actual of $2,328 plus 5%. -11-

4 Machinery & Equipment 12. Computers are replaced through 911 surcharge funds. It is important to note that most of the Equipment for the 911 center comes from 911 Board which is a County Administered Board. 13. FY 2013 includes the replacement of a television for $1,000. Debt Service 14. In FY 2013 GO Bonds are planned to be issued for the communications tower relocation with annual debt service of $22,599 abated with Sales Tax Construction (20%). Revenue 15. The Joint Communications Payment represents the amount Dubuque County pays for the support of the 911 center. It is 1/3 of the total operating estimate for FY 2013 of $416,785 (FY 2012 was $385,376). As the expenses increase, so does the County's share. -12-

5 DEPARTMENT/DIVISION: Emergency Communications Department Department Mission/Goal: To ensure that the appropriate response is dispatched that meets or exceeds the expectations and needs of the public that is requesting service through effective and efficient dispatching of emergency personnel to the scene. Department Activities & Focus Areas The Emergency Communications Department has 5 primary activities and they are listed as follows: 1. Emergency Communications 2. Administration 3. Training 4. Staff Development 5. Community Activities/Partnerships/Outreach The Emergency Communications Center is the answering point for all emergency and non emergency calls requesting Ambulances, Fire and Law Enforcement for the residents of and visitors to City of Dubuque and Dubuque County. The Communications Center will dispatch the proper units and provide appropriate care and information until responders have arrived at the scene. The Emergency Communications Center is also the afterhours answering point for most city services. The Communications Center is responsible for all the 911 phone and radio equipment used in Dubuque County. Service is provided 24 hours a day, 7 days a week. Department Activity Chart The Emergency Communications Department consists of the following staff Emergency Communications Manager, 4 Lead Dispatchers, 8 Public Safety Dispatchers, 5 PIT Public Safety Dispatchers. The staff identified in the box to the left under each activity is staff whose primary responsibility is that activity. The staff listed in the box to the right provides additional support for this activity when needed. Emergency Communications Manager Public Safety Dispatchers PIT Public Safety Dispatchers -13-

6 Past Performance & Events Admi nistration FCC Compliance National Crime Information Center (NCIC) Compliance Iowa System Compliance 28E Agreements Emergency Medical Dispatching (EMD) Certifications ADA Compliance, TTY/TOO Accessibility Citizen's InquirieslWeb QA Tape Auditing/EMD Review Audio copying of radio and phone calls for Prosecution and Defense Attorneys Disaster Planning Emergency Operations Center/Back up 911 Center Equipment Purchasing and Maintenance o Phone Equipment o Radio Equipment o Computers and software Addressing Training Staffing Maintaining 911 Records (audio and computer) for a minimum of three years Mapping Attending City, County, State and Regional Meetings Emergency Communications Answering all Emergency and Non Emergency Phone Lines in the Center Assessing appropriate information from Callers Entering all appropriate information into the Computer Aided Dispatch (CAD) system Dispatching Units appropriately according to CAD Criteria Answering and assisting Law Enforcement/Fire and EMS units Accessing License Plates, Driver's license information as well as other information needed for law enforcement from the lowa/ncic Computers. Monitoring and disseminating daily teletype traffic from the Iowa Department of Public Safety regarding stolen vehicle, missing or lost persons and wanted person's within our area. Monitoring and disseminating information related to severe weather and items of national or regional concern. Providing pre-arrival instructions to assist managing the situation until appropriate units arrive. Maintaining an accurate and timely access for law enforcement agencies for access for local warrants and Domestic Abuse Orders. Monitoring City owned cameras in Parking Ramps and other City owned areas. Entering and maintaining warrants, missing persons, stolen vehicles and stolen articles into NCIC for all law enforcement agencies in Dubuque County. After hours information/notification center for all city/county requests. Dealt with several large storm events and coordinated all Emergency Responses -14-

7 Total Phone Calls Handled by Communications Center 210,877 Fiscal Year ,000 20,000 15,000 10,000 5,000 o 2Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 'idan-ll Feb-ll - Mar-ll Apr-ll - May-ll liijun-ll -15-

8 Training Communications Center Manager attended the 7th Annual Governor's Conference, 911 is the Caller the Killer, You Just Never Know as well as instructed a class on bringing 911 into the Schools. Also attended were classes that deal with 911 Legislative Changes, Next Generation 911 Texting, round table discussions on 911 issues. Also participated in a Disaster Preparedness Tabletop Exercise using 10walWisconsin/lliinois Agencies. 100% participation in monthly Training provided by" When Seconds Count". Which is monthly training that is purchased each month that the dispatcher have to read and take quizzes over the material. The material is 911 Communications based. 100% Participation is monthly training provided by "Police Legal Sciences". This is a web based training that uses real 911 calls and breaks them down for training purposes. The topics have brought about many positive conversations between the dispatchers. Dispatchers also spend time riding with the Police, Sheriff's and the Fire Departments and also spend time in an Emergency Department with Physicians learning the different aspects of the job after the call has been dispatched. Dispatchers receive Training in CPR and First Aid every 2 years. Emergency Warning System. Dispatchers review the operation of the TTY/TOO Phones on a quarterly basis. Several Dispatchers attended the Iowa Fall APCO Conference in which the topics were: Technology Issues in Dispatch, E911 Legislative Issues, Severe Weather Operations in Dispatch, 911 Text Messaging, 911 Council Update, ISICSB Update, Complacency Cannibalism in the Communications Center, Shake and Bake Methamphetamine process. Several Dispatchers attended the Iowa Spring APCO Conference in which the topics were: Critical Incident Stress and Trauma, Dispatch Bullies, Psychology of a 911 Call, Key issues affecting 911, High stress/low Frequency Calls. Several Dispatchers attended a Seminar conducted by the Eastern Iowa Supervisor's Group in which the topics were: National Weather Service for Communication's Personnel, Review of the Kansas City Mall Shooting, Are you a Negaholic?, and All Stressed Up and No One to Choke. Dispatchers also receive bimonthly Emergency Medical Dispatching magazines in which training topics are included. A 4 th Dispatcher attended a Communication's Training Officer Class and became certified as CTO or training officer for the Communications department. New dispatcher received the 40 hour Telecommunicator Class and a 24 hour Emergency Medical Dispatcher Class as well as a year of training by the CTO's -16-

9 Department Performance Measures an izati0 nai 1mpact: en w::2: o U I ::::l o Community 1mpact: en w::2: o U I ::::l o -17-

10 Total Calls For Service Code 1 Calls PD/DFD/Sheriff 911 Calls 87,216 96, , ,527 6,073 6,081 6,166 6,253 25,059 29,466 30,600 31,778 Iowa NCIC System Communications 112, , , ,467 Center Emergency Communications Iowa NCIC System Other Departments Dispatch time for Code 1 Calls 316, , , ,658 Police 113 sec 113 sec 115 sec 117 sec Fire 115 sec 114 sec 116 sec 118 sec Sheriff 126 sec 123 sec 125 sec 127 sec rganizati0 nai 1mpact: en w::2: o U I ::::l o Community 1mpact: en w::2: o U I ::::l o -18-

11 Range of Answer times for all Emergency and Non Emergency Calls* Total Number of Calls: 210, % sec 0.39% sec 0.10% % sec *In Dubuque % of all calls are answered in 10 seconds or less *In Dubuque 75.43% of all calls are answered in 5 seconds or less Range of Answer Times for Emergency 911 Calls Total Number of 911 Calls 29, % sec 0.43% sec 0.13% % + In Dubuque 95.4% of all 911 calls are answered in 10 seconds or less -19-

12 Monthly training Training (figures are number of hours attended) Special In House Training Outside Training Total Training rg anizati0 nai Impact: en w Internal Impact ::2: 0 (What this means to U city depts., partner I- ::::l agencies) 0 Improved Skill Levels- Increase pride and morale. Better working relations with partners and other city departments Maintain up to date knowledge on state of the art Communication equipment and procedures Community Impact:, , en w::2: o U I ::::l o External Impact (what this means to citizens) Improved Skill Levels-keeping dispatchers up to date on the ever changing world of dispatching. Proper training helps dispatchers assess situations and deliver appropriate response in a minimal amount of time. -20-

13 rganizati0 nai 1mpact: en w::2: a ui ::::l a Community 1mpact: en w::2: a ui ::::l a Community Activities/ Partnerships/ Outreach "911 in the Schools" 911 Center Tours classes/ 33 classes/ 35 classes/ classes/ students students students students 20 tours/ 12 tours/ 20 tours/ 20 tours/ students students students students rganizati0 nai 1mpact: en w Create opportunities for Emergency Communication personnel to Internal Impact ::2: (What this means do community outreach and education in an effort to teach kids au appropriate uses for 911 Communications. to city depts., ~ partner agencies.) Allows Communication Center staff to show how the Center works and what they do. a Community 1mpact: en w::2: a ui ::::l a External Impact (what this means to citizens) Increase education in the proper use of 911 Services. Hopefully decrease the misuse of 911 freeing up dispatchers to handle real emergency calls. -21-

14 Department Performance Measures to City Council Goals Community Goals for a Sustainable Dubuque City Goals Economic Environmental Social/ Planned and Partnering Improved Prosperity /Ecological Cultural Managed for a Better Connectivity: Integrity Vibrancy Growth Dubuque Transportation and Telecommunications Emergency Communications x x x x x x Training x x x x x x Staff Development x x x x x x Community Activities/Partners hips/ Outreach x x x x x x -22-

15 Performance Measures Sustainability Principles Healthy Community Green Air Knowledge Buildings Community Design Healthy Local Foods Native Plants & Animals Emergency Communications X X X X X X Training X X X X Staff Development X X X X Community Activities/Partnerships/ Outreach Performance Measures X Sustainability Principles X Reasonable Mobility Regional Smart Smart Smart Economy Resource Energy Water Use Emergency Communications X X X X Training X X X Staff Development X X X X X Community Activities/Partnerships/ Outreach X X X -23-

16 Relationship to Other City Departments City Hall Parking Division Public Health Legal Services Building Services Public Works Dept Emergency Communications Dept Emergency Management Leisure Services Fire/Rescue Services Personnel Police Department The Emergency Communications Department interacts and partners with 11 city departments throughout the year to provide quality city services and implement the City Council goals and priorities. The Emergency Communications Department will dispatch the proper units and provide appropriate care and information until responders have arrived at the scene. The Emergency Communications Department is also the afterhours answering point for most city services. -24-

17 Relationship to Partner Agencies School Iowa Eastern Iowa The Emergency Communications Department partners with 11 non-profits and organizations throughout the city to provide quality services that are consistent with the City Council goals and priorities. -25-

18 Future Goals & Objectives Research the need for expansion and possible relocation of the Communication Center to increase the number of positions to accommodate future staffing issues and to better prepare the Center for the future. Upgrade Computer Aided Dispatch software Continue working on developing Standard Operating Guidelines for the Emergency Communications Department. Expand training both in house and outside to give more dispatchers training on a variety of topics Continue 911 Center involvements in the following groups as well as look for new partnerships. Criminal Justice Information Group Northeast Iowa Supervisor's Group Dubuque County Fire Association Dubuque County EMS Association Iowa APCO Iowa NENA Iowa 911 Council Iowa Statewide Interoperable Communications System Board Expand the"911 in the Schools" program to include all the Holy Family Schools as well as all the Western Dubuque Community School District. -26-

19 Recommended Operating Expenditure Budget - Department Totals 12 - EMERGENCY COMMUNICATIONS Fund Account Account Title FY 10 Actual Expense FY 11 Actual Expense FY 12 Adopted Budget FY 13 Recomm'd Budget FULL-TIME EMPLOYEES 623, , , , PART-TIME EMPLOYEES 124, , , , OVERTIME PAY 986 6,469 5,391 5, HOLIDAY PAY 15,202 15,805 17,551 23, IPERS 50,930 57,724 66,130 75, SOCIAL SECURITY 56,222 60,393 62,692 66, HEALTH INSURANCE 95, , , , WORKMENS' COMPENSATION 2,777 2,333 2,524 2, LIFE INSURANCE ,344 1, EMPLOYEE PHYSICALS WAGES AND BENEFITS 971,202 1,060,249 1,072,711 1,141, OFFICE SUPPLIES 1,360 1,099 1,600 1, POSTAGE AND SHIPPING DP EQUIP. MAINT CONTRACTS 0 1,593 1,504 1, OFFICE EQUIP RENTAL 36,912 41,280 41,316 51, PRINTING & BINDING ,500 1, COPYING/REPRODUCTION 2,366 2,328 2,174 2, LEGAL NOTICES & ADS PROPERTY INSURANCE GENERAL LIABILITY INSURAN 7,932 8,657 8,975 7, TRAVEL-CONFERENCES 2,288 4,660 7,500 7, TRAVEL-CITY BUSINESS ,000 2, MILEAGE/LOCAL TRANSP EDUCATION & TRAINING 8,099 6,273 7,500 8, TELEPHONE 4,495 4,571 5,695 5, PROPERTY MAINTENANCE RENTAL OF SPACE MACH/EQUIP MAINTENANCE SOFTWARE LICENSE EXP 3,219 3,219 8,286 9, MISC. OPERATING SUPPLIES MISCELLANEOUS SERVICES SUPPLIES AND SERVICES 69,020 76,805 90, , PERIPHERALS, COMPUTER 0 5, SOFTWARE , MICRO-COMPUTER 0 1, DESKS/CHAIRS 8, CABLE TV RELATED EQUIP , EQUIPMENT 8,623 6, , PRINCIPAL PAYMENT , INTEREST PAYMENT , DEBT SERVICE , EMERGENCY COMMUNICATIONS TOTAL 1,048,845 1,143,772 1,163,441 1,272,

20 Recommended Operating Revenue Budget - Department Totals 12 - EMERGENCY COMMUNICATIONS Fund Account Account Title FY10 Actual Revenue FY11 Actual Revenue FY12 Adopted Rev. Budget FY13 Recomm'd Budget COUNTY PAYMENT - JT COMM 350, , , , POLICE ALARM CONECTIONS COPY FEES 1,860 1, FR SALES TAX CONSTRUCTION , EMERGENCY COMMUNICATIONS TOTAL 352, , , ,

21 Recommended Expenditure Budget Report by Activity & Funding Source EMERGENCY COMMUNICATIONS Fund Account Title FY10 Actual Expense FY11 Actual Expense FY12 Adopted Budget FY13 Recomm'd Budget DEBT SERVICE FUNDING SOURCE: DEBT SERVICE DEBT SERVICE ,599 DEBT SERVICE TOTALS: ,599 EMERGENCY COMM. CENTER FUNDING SOURCE: GENERAL WAGES AND BENEFITS 971,202 1,060,249 1,072,711 1,141,348 SUPPLIES AND SERVICES 69,020 76,805 90, ,523 CAPITAL OUTLAY AND EQUIPMENT 8,623 6, ,400 EMERGENCY COMM. CENTER TOTALS: 1,048,845 1,143,772 1,163,441 1,250,271 EMERGENCY COMMUNICATIONS TOTAL 1,048,845 1,143,772 1,163,441 1,272,

22 C I T Y O F D U B U Q U E, I O W A DEPARTMENT DETAIL - PERSONNEL COMPLEMENT 12 EMERGENCY COMMUNICATION DIVISION FY 2011 FY 2012 FY 2013 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET Full Time Employee Expense GE-36 COMMUNICATIONS MANAGER , , , GE-30 LEAD DISPATCHER , , , OE-09 PUBLIC SAFETY DISPATCHER , , ,380 TOTAL FULL TIME EMPLOYEES , , , Part Time Employee Expense OE-09 PUBLIC SAFETY DISPATCHER , , ,642 TOTAL PART TIME EMPLOYEES , , ,642 TOTAL EMERG. COMM. DIVISION , , ,

23 CITY OF DUBUQUE, IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY Run Date: 02/01/12 FY 2011 FY 2012 FY 2013 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET Emergency Comm. Center-FT GE-36 COMMUNICATIONS MANAGER , , , GE-30 LEAD DISPATCHER , , , OE-09 PUBLIC SAFETY DISPATCHER , , ,380 Total , , ,130 Emergency Comm. Center-PT OE-09 PUBLIC SAFETY DISPATCHER , , ,642 Total , , ,642 TOTAL EMERGENCY COMMUNICATION DEPARTMENT , , ,

24 Capital Improvement Projects by Department/Division CIP Number Capital Improvement Project Title FY 10 Actual Expense FY 11 Actual Expense FY 12 Adopted Budget FY 13 Recomm'd Budget EMERGENCY COMMUNICATIONS EMERG DISPATCH PROTOCOLS , CTR NDS ANALYSIS STDY , RADIO EQUP TOWER RELOC ,628 EMERGENCY COMMUNICATIONS TOTALS , ,

25 City of Dubuque Recommended Capital Improvement Program Summary Fiscal Year PROGRAM/DEPT PROJECT DESCRIPTION SOURCE OF FUNDS FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 TOTAL PAGE EMERGENCY COMMUNICATION Public Safety Radio Equipment Tower Relocation GO Borrowing $ 242,628 $ - $ - $ - $ - $ 242, Center Needs Analysis Study DRA Distribution $ 60,000 $ - $ - $ - $ - $ 60,000 9 Total - Emergency Communication $ 302,628 $ - $ - $ - $ - $ 302,

26 -34-