Flathead Emergency Communications Center 911 Administrative Board Meeting December 11, :15pm FECC-Emergency Operations Center Minutes

Transcription

1 Flathead Emergency Communications Center 911 Administrative Board Meeting December 11, :15pm FECC-Emergency Operations Center Minutes Members present for the meeting: Pam Holmquist, Chuck Curry, Susan Nicosia, Tara Fugina, Bill Dial, and Tammi Fisher Others present: Elizabeth Brooks, Sandy Carlson, Doug Russell, Jeff Zauner, Mike Pence, Jack Spillman, James Brower, Jason Singleton, Brian Chernish, Wade Rademacher, Roger Nasset, and Lincoln Chute Chairman Chuck Curry called the meeting to order at 1:22 pm, and a quorum is present. Approval of Agenda: Pam motioned to approve the agenda, Tara seconded, motion carried unanimously. Approval of Minutes: Pam motioned to approve the November 13, 2013 Board Minutes as presented, Tara seconded, motion carried unanimously. Public Comment: None Budget: Current Review of Expenditures: Operating Statements for Funds 2850 and 4025 for November 2013 were distributed in the Board Packets. Sandy reported that overall for Fund 2850 expenditures are at 37.5%, and that we should be at 41.6% or less. Currently the budget is absorbing $12,000 in unbudgeted expenditures, and the highest expended budget percentage wise by Activity is the IT budget at 54% which is to be expected with the large New World payment. Personnel Services is currently at 34%, with Unemployment being well below the budgeted amounts. Overtime for dispatch is at 42.5 % which is being driven by Holidays. Overall overtime is currently 40.99% which includes all budgets. Fund 4025 has had minimal activity for the year with a small item purchased for Mt. Aeneas, and most budgeted projects still need to be completed. FY2013 Audit Review: Fiscal Year Ended June 30, 2013 Audit Report and the Report to Management were distributed to the Board Members. Due to scheduling conflicts the Auditor is not available to be here. Sandy reported that there was nothing found material, or immaterial, and gave a brief overview of the Audit Report. The Audit Report will also be posted online for review. Clarification was made concerning construction in progress which Sandy stated were CIP projects for Mt Aeneas, and other tower work. Sandy asked the Board if they would like a conference call with the Auditor in January, after discussion it was determined a conference call was not necessary. 911 Administrative Board December 11, 2013 pg. 1

2 State Annual Financial Report for Signature: State Annual Financial Report was distributed as part of the Board Packets. This report will be submitted along with a filing fee to the State of Montana. Susan motioned to sign the State Financial Report, Bill seconded, motion carried. Old Business: Operations Board and Advisory Committee: No action Funding Committee: Mike Pence gave a brief update on the Funding Committee. The committee met approximately three weeks ago with the staff. At this meeting the staff and Finance presented a five year operating budget using inflationary factors, and a twenty (20) year Capital Improvement Plan. Mike reported estimated funding needed to support the Operating Budget, and Capital Improvement Plan after subtracting the revenues received from the phone tax is $3,000,000. The Committee discussed various funding models, but no recommendation was made. Currently IT is working on gathering data for the Committee, and the committee will meet again to discuss the data and present their recommendations to the Board in January or February. The question was asked if the Board accepts this funding mechanism how soon would the funding and structure change happen, and Mike Pence stated that we could possibly have everything in place by July 1, Management Updates: Dispatch: Liz reported that there were 2, calls in October, and 9,525 Administrative calls. The trainees are doing well, and have posted the job vacancy again. At this time the Job Service reports they have received eleven applications, and that the vacancy notice is open until the end of the month. FTE Changes Liz stated that there are two parts to the FTE changes, the first involves changing the two 0.5 FTE Calltaker positions into one 1.0 FTE Dispatcher I position. This request is based because we are having difficulty getting some of the current part time employees here to work due to other commitments, and help alleviate the overtime issues that Dispatch is currently experiencing. The second FTE change that Liz presented was adding an additional 1.0 FTE Dispatcher I, instead of paying overtime. Discussion followed and Liz clarified that the two Calltaker positions would be eliminated, and consolidated into one Dispatcher I position. Discussion also followed concerning adding an additional 1.0 FTE, and the concern from the Board is eliminating the Overtime Budget to fund the additional dispatcher. Liz commented that she feels she could cover the salary from the current vacancy savings we are experiencing, 911 Administrative Board December 11, 2013 pg. 2

3 and would like to have this additional staff on the payroll prior to the start of the fiscal year. Clarification was made concerning the part-time employees and scheduling purposes. Bill motioned to eliminate the two 0.5 FTE Calltaker positions, and consolidate it into one 1.0 FTE Dispatcher I position, Susan seconded, motion carried unanimously. Further discussion followed and the question was asked concerning the length of training, and Liz stated that an employee has a minimum of eight weeks of training. Also asked was how much we have in vacancy savings, and Sandy reported that there is approximately $89,000. Continued discussion followed about the possibility of consolidating some of the existing part time Dispatcher I positions, into a full time position. Liz stated that at this time she did not want to consolidate any further part time positions. Susan stated that she has concerns adding an additional 1.0 FTE to the budget at this time, and motioned to table this for further discussion and information to the January 8, 2014 meeting, Tammi seconded the motion, discussion followed and Bill asked if tabling the decision until January would impact her decision for hiring, Liz stated no that it would negatively impact the hiring process, motion carried unanimously. IT/GIS: Brian reported on the following items: Mobile PSAP: Currently working out some of the technical issues with the trailer. Has scheduled a meeting with Nomad for next week to work out the final issues, and once those are resolved will be doing additional training with staff. KPD Phone Tree/CenturyLink: We are experiencing an ongoing issue with the Phone Tree. The person initiating the phone call was getting a recording stating that the number was not in service. As of last week CenturyLink has stated that it is their problem and they have escalated the trouble ticket to work on resolving the issue. Currently the Kalispell Phone Tree has a recording listing a direct number into Dispatch. Brian is also working with CenturyLink to block the phone number for outbound calls from Dispatch, once the Kalispell PD Phone Tree issues are resolved. Media Reports: Brian reported that when the servers were configured four years ago, they had a security problem in which people from the outside could use our server to send out . It was identified as a problem and the when the issue was resolved the server that sends out the media reports, and some of the reports to agencies, was also disabled. Brian has closed the security hole, and the issue of the reports not being sent has also been resolved. Communications: Jack reported that with the resignation of Angie Mullikan at DES, that the EHP Environmental Approvals have been received for Deadman, Santa Rita, and #1 Mountain, 911 Administrative Board December 11, 2013 pg. 3

4 moving the BIDP grant forward. Currently expecting approval on the Columbia Falls location, and as soon as that is received will be moving forward with the licensing and installation of a four channel system at the Badrock Fire Station, to help resolve coverage issues. Moving forward with getting the additional sites online the installation of the communication equipment for the Santa Rita site will start this month. DHS has approved an increase of 75 units of the Automatic Vehicle Location System, this will be a first come first serve for the AVL. AVL testing has been done, and it is accurate outside of a building to within ten feet. Simulcast system for the Fire Departments is working really well. The Mobile PSAP has also had some communication upgrades from remaining monies from the 2011 Homeland Security Grant with new base stations, and remotes. Also reported was that the Highway 2 corridor BNSF site lease has been paid by the state for the next two years. After that time it is our responsibility to find alternate site locations for our repeaters along that corridor. Currently working on starting the discussions for the design of the radio vote steer system for fire, Juvenile Detention new repeater to be installed by Al Kale, looking for three frequencies for Kalispell Fire, and the State of Montana has agreed to fund the Motorola upgrades from 7.6 to 7.12 including all of our consoles and the one in Whitefish. Kalispell Water Tower Micowave link is now to low due too interference from Kalispell Regional Medical Center, and Jack is currently working with the water department to move the dish higher. Lincoln reported that there will be an update with pictures and status of icing on the communication towers on Big Mountain. Bill stated that they are currently experiencing some digitalization of radio transmissions. Jack stated that with the new Columbia Falls site coming online at Badrock Fire Station coming online it should help alleviate some of the issues that Whitefish is experiencing. Liz stated that she has utilized the AVL in her old agency and that it is a great thing from an officer safety standpoint. Montana Statewide Public Safety Communications Project Informational Packet distributed to the Board for their review. CenturyLink Redundancy Issue Update: Liz reported that she had followed up with Tara. Tara stated that the information she received did not have the link to the Tariff s, and that her phone call to CenturyLink has not been returned. 911 Administrative Board December 11, 2013 pg. 4

5 New Business: FECC Job Description Revisions Approval 911 Center Director 911 Communications System Manager 911 Technology Program Manager 911 MSAG and Database Specialist Wireless Communications Network Technician 911 Dispatcher I 911 Dispatcher II 911 Supervisor 911 Calltaker The above Job Descriptions were distributed to Board for review. The revisions consisted of the following: Removing letterhead Removing any contact information from previous directors Adding the following wording to the upper right corner Flathead Emergency Communications Center Adding Range to the Dispatcher I, Dispatcher II, Calltaker and Supervisor Job Descriptions Updating the 911 Communications System Manager, and 911 Technology Program Manager job descriptions to start off with Under the direct Supervision of the 911 Center Director Updating the Dispatcher I job description to start off with A Dispatcher I Discussion followed and with the consolidation of the Calltaker positions into a Dispatcher I position it was agreed to eliminate the Calltaker job description. Susan motioned to approve the job descriptions as presented, Bill seconded, motion carried unanimously. Concerns and Issues: Operations Board Meeting Bill stated that per CJIN rules that the Operations Board must meet before the end of the year. Discussion followed and a date will be set, and Juanita notified so that she can publish the meeting notice. Next Meeting Date: January 8, 2014 at 1:15 pm Meeting adjourned at 2:33 pm 911 Administrative Board December 11, 2013 pg. 5