Executive Board Meeting 2 nd Wednesday Monthly 1:30pm Tacoma Mall Plaza, 2 nd Floor Conference Room 2702 S. 42 nd St., Tacoma WA

Transcription

1 Executive Board Meeting 2 nd Wednesday Monthly 1:30pm Tacoma Mall Plaza, 2 nd Floor Conference Room 2702 S. 42 nd St., Tacoma WA Executive Board Members Chair - Rick Talbert, Pierce Transit Commissioner Vice Chair - Dan Roach, Pierce County Councilmember Gary Robinson, Pierce County Finance Director Susan Dreier, Pierce Transit Chief Executive Officer Meeting Date: September 12, 2018 Meeting Time: 1:30pm Meeting Location: Tacoma Mall Plaza, 2 nd Floor Conference Room, 2702 S. 42 nd St., Tacoma DRAFT Agenda I. Call to Order II. Roll Call III. Approval of the Agenda IV. Approval of the Minutes a. June 21, 2018 SPECIAL Meeting V. Public Comment VI. Old Business a. Motion M Authorizing the use of 2018 reserves to replace lost 2018 revenue. VII. New Business a Budget Proposal VIII. Executive Director Briefing IX. Single County-Wide Communications System Briefing X. Board Final Comments XI. Adjournment American Disability Act (ADA) accommodations are available with a 72-hour notice. An interpreter for the hearing impaired will be provided upon request with a minimum notice of two weeks. Please contact the Clerk s office at for special accommodations. Meeting room is wheelchair accessible. 1

2 Rules for Public Comment 1. The Public Comment period is reserved for public testimony on items on the agenda. Comments on items not on the agenda may be allowed by the Chair, if time allows. 2. Comments will be limited to three minutes, unless otherwise announced by the Chair. In the event of a significant number of public comments, the Chair reserves the right to limit all persons comments to an equal period of less than three minutes. 3. Speakers may address the Board once during the Public Comment period. 4. Public comment sign-up forms will be made available. 5. The Chair will begin the Public Comment period by calling names of those who have signed up. Those wishing to speak who did not place their name on the sign-up form may approach the podium following those who have signed in. 6. Those wishing to speak should identify themselves and the topic(s) on the agenda they will address for the public record. 7. All remarks shall be addressed to the Board as a whole and not to individuals, staff or the public. 8. The Public Comment period may not be used to promote or oppose any candidate for public office or any ballot measure. 9. The Public Comment period may not be used for advertising. 10. All speakers shall be courteous in their language and demeanor. 11. Speakers who disrupt the orderly conduct of any Board meeting or fail to comply with the rules governing public participation in Board meetings may forfeit their right to address the Board and may be removed from the meeting at the discretion of the Chair. 2

3 *DRAFT* Meeting Notes June 21, 2018 Executive Board Meeting 2 nd Wednesday Monthly 1:30pm Tacoma Mall Plaza, 2 nd Floor Conference Room 2702 S. 42 nd St., Tacoma WA Executive Board Members Chair - Gary Robinson, Pierce County Finance Director Vice Chair Susan Dreier, Pierce Transit Chief Executive Officer Dan Roach, Pierce County Council Rick Talbert, Pierce Transit Commissioner I. The Chair called the meeting to order at 3:02pm II. Roll Call Rick Talbert Dan Roach Susan Dreier Wolfgang Opitz for Gary Robinson Present Present Present Present III. IV. A motion was made to approve the agenda (Dan Roach); 2 nd Sue Drier) Motion passed - unanimous A motion was made to approve the April 11, 2018 meeting minutes (Dan Roach); 2 nd (Sue Dreier) Motion passed unanimous V. Public Comment - none VI. VII. VIII. Old Business A motion was made to approve the 2017 Annual Report (Dan Roach); 2 nd (Sue Dreier) Scott Heinze, Pierce County Emergency Management Deputy Director Presented the CCN 2017 Annual Report incorporating the edits requested by the Board members: Add list of SCWCS customers Average number of calls processed annually Contact information for CCN staff Chair Talbert called for a vote to approve the 2017 Annual Report; Motion passed - unanimously New Business - none Executive Director Briefing, Scott Heinze for CCN Executive Director, Lowell Porter Mr. Heinze provided a briefing on discussions held in early June between Pierce County and South Sound 911 (SS911) representatives regarding the financial impact of the loss of revenue issue regarding Graham Fire and East Pierce Fire & Rescue moving from the SCWCS 700MHz system to the City of Tacoma 800MHz system and the VHF Overlay 3

4 operations and maintenance (O&M) costs. SS911 asked that the CCN use reserve funds to cover the lost revenue in This would be a one-time expense. Further, SS911 agrees to over the ongoing O&M costs for the VHF Overlay component of the SCWCS. Board Question - Chair Talbert Is it your recommendations to move forward with the request for the CCN to cover the lost revenue? Mr. Heinze Yes, I will request that staff do an analysis for the use of CCN Reserve Funds to cover the lost revenue and bring that information back to the board at a future meeting. Board Question Mr. Opitz To be clear, this will be a one time use of fund balance, correct? In the analysis state what the current fund balance is, what the remain fund balance would be, how do you envision moving forward regarding annual budget considering this lost revenue. Board Chair Talbert asked for a motion directing staff to draft language to expend fund balance to cover lost revenue; Sue Dreier, so moved; Dan Roach 2 nd. Mr. Heinze Regarding the VHF Overlay O&M, SS911 contracted with the CCN to manage this project in support of functional improvements to the SCWCS specific to their customers needs. The outstanding issue has been who would cover ongoing O&M costs moving forward. CCN and SSS911 staff discussed this issue throughout the implementation of this project. Tim Lenk and Tim Hannah have been working discussing the projected costs. Board Question - Chair Talbert So there was an acknowledgement of this issue between SS911 and the CCN, and an agreement to cover those costs moving forward. Mr. Heinze, Yes, SS911 commitment is contingent on mutual agreement for the final cost projections. IX. Single County-Wide Communications System Briefing System Activities: There were several key activities which were completed during the months of April, May and June: Our team continues developing a configuration procedures document for the Microwave system. Over the past 60+ days the CCN conducted the following activities; o Completed work with our vender on the oil heating elements at the 3-Sisters site. One unit was replaced the first week in April and the last element was installed in June o Completed the VHF Overlay Coverage Acceptance Test Plan and am awaiting policy decision of when the system will be put into beneficial use, o Continue coordinating the generator preventive maintenance program, American Disability Act (ADA) accommodations are available with a 72-hour notice. An interpreter for the hearing impaired will be provided upon request with a minimum notice of two weeks. Please contact the Clerk s office at for special accommodations. Meeting room is wheelchair accessible. 4

5 o Started programming Transit Police approved revised code plug to incorporate all TDMA talk groups and eliminate the older FDMA talk groups o Continue coordination with Transit on the replacement of the Hemlock, Puyallup EOC and Top Hat site battery replacement costs and the Graham Hill site HVAC replacement scope of work and cost, o Working on the Graham site generator block heater replacement, and o Completed micro wave firmware updates apart from 3 sites. Currently working with vendor on the last 3 sites Systems Performance Report: Since our last reporting period overall system performance has continued within normal parameters. Performance: In April over 896,000 calls where processed, in May over 770,000 and through June 17th, over 355,000 calls were processed. System operations were very efficient during this period with zero busies. VHF Overlay Implementation: o The Coverage Acceptance Test Plan (CATP) has been completed with excellent coverage results, and o completed the Fire station alerting at all fire districts throughout Pierce County, and o System is ready for beneficial use upon policy approval. Distributed Antenna System (DAS) Implementation: o The DAS Design Review process is still on-going with the validation of the headend equipment, Optical unit electrical outlet, antenna locations, and fiber pathways. o The CCN is also working with Corrections, IT and Facilities Management to look at cost reductions by sourcing some of the work to IT and Facilities. Preventive Maintenance Program o CCN started our preventive maintenance program. Outside of some antenna coax wear, everything is currently within manufacture specifications. Currently, 6 sites have been completed. Pierce Transit o Working with Pierce Transit on current vendor contracts, scope of work, and milestone deliverables associated with the current contracts X. Board Final Comments None XI. Adjournment 4:07pm American Disability Act (ADA) accommodations are available with a 72-hour notice. An interpreter for the hearing impaired will be provided upon request with a minimum notice of two weeks. Please contact the Clerk s office at for special accommodations. Meeting room is wheelchair accessible. 5

6 MOTION MOTION NO: M AGENDA DATE: 9/12/2018 TITLE: Motion No. M , Authorizing the use of 2018 reserves to replace lost 2018 revenue. ORIGINATOR: Danielle Colo, Board Clerk ASSOCIATED ITEMS: N/A COORDINATING DEPARTMENT(S): N/A ATTACHMENTS: East Pierce Fire & Rescue Notice of Withdrawal from the CCN letter, Graham Fire & Rescue Notice of Withdrawal from the CCN letter, 2018 Budget Revenue Summary APPROVED FOR SUBMITTAL: Scott Heinze, Pierce County Emergency Management Interim Director BUDGET INFORMATION Required Expenditure for Full Project $ 114, Length of Contract? N/A 2018 Expenditure Amount $ 114, Budgeted for 2018? N BACKGROUND: Pierce County Fire District #21 (Graham) and Pierce County Fire District #22 (East Pierce Fire & Rescue) notified the CCN Executive Director late in the 2018 budget development process that both districts would be moving from the 700MHz system to the 800MHz system in 2018; and the City of Tacoma notified the CCN that they did not have the capacity to complete the work necessary to reprogram the equipment for this change to occur. The Executive Board approved the proposed 2018 Budget at their November 8, 2017 regularly scheduled meeting. The East Pierce and Graham Fire & Rescue transition from the CCN 700MHz system to the City of Tacoma 800MHz system did occur and resulted in a loss of revenue for the 2018 CCN Operations and Maintenance Budget. The Executive Board requested that CCN Executive Director work with the South Sound 911 Executive Director to determine a path forward for the lost revenue and impact to the CCN 2018 Budget. Following several meetings, including meetings held with the Pierce County Executive s office staff, SS911 requested that the lost revenue be made up by the CCN through use of reserves. Combined Communications Network Enterprise Motion No Page 1 6

7 Motion PAGE 2 ALTERNATIVES: Do not approve the use of 2018 reserves to replace 2018 lost revenue, and direct CCN staff to work with SS911 staff to determine a different path forward for replacing the lost revenue. RECOMMENDATION: Approve a one-time use of reserves to backfill the loss of revenue in ACTION: (this to be completed after the vote stating the action taken by the board) CCN Executive Board ATTEST/AUTHENTICATED Chair Date Clerk of the Board Combined Communications Network Enterprise Motion No. M Page 2 7

8 September 20, 2017 Pierce County Fire District 21 PO Box 369 Graham WA (253) FAX (253) Combined Communications Network Lowell Porter, Executive Director 2501 S. 35 th ST., Suite D Tacoma, WA Gerald W. Gustafson Commissioner Russell T. Barstow Commissioner Adam Rosenlund Commissioner Gina Blanchard-Reed Commissioner Ryan Partmann Commissioner Pat Dale Fire Chief Director Porter, Graham Fire & Rescue has recently evaluated the coverage available t_o our agency from the 800 MHz radio system. We have completed our testing and see value in switching to the 800 system. 800 coverage is just as good in our jurisdiction as the 700 system and we have better in-building coverage with the 800 system. One of the largest risks we take is putting fire fighters inside large concrete and steel structures when we are unable to communicate with them clearly. These buildings are starting to become common in the Frederickson area. This letter is to inform you of our intention to switch radio systems on January 1, While our current agreement runs out at the end of 2017, we still wanted to provide you with a 90 day notification so you can make any necessary adjustments. Feel free to contact me if you have any questions. 8

9 " WHERE COMPASSION AND ACTION MEET. " September 25, 2017 Lowell Porter, Executive Director Combined Communications Network C/0 Pierce County Department of Emergency Management 2501 S. 35th St. Suite D Tacoma, WA EAST P I ERCE FIRE ANO RESCUE VETERANS MEMORIAL DR. E. BONNEY LAKE, WA WWW. EASTPIERC EFIRE. ORG PHONE : 253 : FAX : Re: 90 day notice of withdraw from CCN System Lowell, Having conducted field testing of the 800 MHz system in the months of August and September, we have determined that the 800 MHz system: A) Provides higher quality in-building coverage than the 700 MHz; B) Provides a stronger signal in our core area than the 700 MHz; C) Is equal to the 700 MHz in the far reaches of our district. As a result, we have determined that the 800 MHz provides a safer working environment for our firefighters. In addition, the potential for unsustainable access fees to be charged by the CCN is of grave concern. If South Sound 911 were to not subsidize the cost of the access fees, EPFR would see over a 400% increase above what we currently pay. Prior to moving to the 700 MHz, EPFR paid no access fees because radio costs were incorporated into our overall dispatch system. Today, the annual fee is $82,404. This would increase by over $200,000 annually without the subsidy provided by South Sound 911 (based on $109/month/radio). I'm certain that had Fire Commissioners understood that we would incur a new cost of $282,404 annually, they would have not approved, and we would not have the new radios we have today. This letter is to inform you that EPFR will move operations to the 800 MHz effective January 1, Respectfully, ~~ Bud Backer, Fire Chief Cc: Andrew Neidetz, SS911 Steve Taylor, City of Tacoma 9

10 2018 Revenue Revenues are estimated based on the total number of subscribers on the Single County-Wide Communications System (SCWCS), consisting of public safety agencies, general government agencies and transportation authorities that operate on the SCWCS. General Gov't (Pierce County) General Gov't (Pierce County) Transportation Authorities Public Safety Agencies Use of Fund Balance Pierce County E-911 $.SO excise tax South Sound 911 1/lO th of 1% tax TOTAL REVENUE $234, , , ,940 1,230, ,000 3,778,670 Transportation Authorities Public Safety Agencies (Emergency Radio Communication System Initiative 1/ loth of 1% tax) Use of Fund Balance Pierce Count y Contribution (E tax) Combined Communications Network Budget SI Page 10

11 2019 CCN Budget 11

12 Mission Statement The CCN operates, maintains, and sustains a secure multi-layered flexible communications system using proven technology, best practice standards, and an integrated business systems approach PRELIMINARY BUDGET Fiscal Year January 1, 2019 through December 31, 2019 Scott Heinze Pierce County Emergency Management Interim Director Prepared By Pierce Transit and the Pierce County Emergency Management Vision Statement A regional interoperable communications network for first responders, governmental agencies, and local jurisdictions. Combined Communications Network Budget 2 P age 12

13 CCN Website CCN Executive Board Members Combined Communications Network CCN CCN Address 2501 S. 35 th St., Suite D Tacoma, WA Rick Talbert Pierce Transit Chair Dan Roach Pierce County Vice Chair Gary Robinson Pierce County Finance Director Sue Dreier Pierce Transit Chief Executive Officer The Combined Communications Network is governed by a four-member Executive Board. The Board is made up of elected officials representing the Pierce County Executive and County Council and Pierce Transit Administration and Commissioners. Combined Communications Network Budget 3 P age 13

14 In brief: The 2019 preliminary budget totals $3,584,290., and represents a 2.92% decrease from the 2018 operating budget. This budget supports the operations and maintenance of the Single County-Wide Communications System which provides mission critical communications for Pierce Transit, Pierce County general government, public safety agencies and other customers. The budget is distributed across two categories: Operations and Maintenance, and Operations and Replacement Reserves. The operating and maintenance budget finances the day-to-day operations. The operations reserves ensure adequate working capital, offset unanticipated downturns in revenue and provides funds for emergency expenditure requirements and the replacement reserves finance scheduled expenditures associated with asset replacement. CCN Budget Summary: The operating budget is the primary budget of the Combined Communications Network. It includes revenue from public safety, general government, transportation authorities, and other contributions. The 2019 operating revenues and reserves support the 2019 budget. The 2019 Budget is focused on the following strategic priorities: operational excellence, financial stability, reduced operational costs and risk, innovative communications solutions and balanced service allocation. Reserve is calculated using the expected lifecycle of the infrastructure components fund balance will be designated as the 2019 reserve fund. This is a portion of annual depreciation for infrastructure sustainment. Combined Communications Network Budget 4 P age 14

15 2019 Revenue Revenues are based on the total number of subscribers on the Single County-Wide Communications System, consisting of public safety agencies, general government agencies and transportation authorities. 32% 3% 8% 25% General Government $281,460 Transportation Authorities 916,540 Public Safety Agencies 576,070 Use of Fund Balance 100,000 Pierce County E-911 $.50 excise tax 1,150,220 South Sound 911 1/10 th of 1% tax 560,000 TOTAL REVENUE $3,584,290 16% 16% General Government Transportation Authorities Public Safety Agencies 1/10th of 1% Tax E-911 Excise Tax Fund Balance Combined Communications Network Budget 5 P age 15

16 In Brief: The 2019 Budget maximizes the use of the projected revenues for the effective and efficient provision of communication service supporting the community. 2% 1% 1% 3% 2019 Expenditures 10% 5% Personnel Site Leases 11% 39% 21% Motorla Contract Services 7% Aviat Microwave Contract Services Operating Expenditure: The 2019 budgeted expenditure is based on the following strategic priorities: operational excellence, financial stability, reduced operational cost and risks, innovative communication solutions, and balanced service allocation. Operating expenses for 2019 are projected to total $3,584,290. Personnel $ 751,790 Site Leases 259,170 Motorola Contract Services 1,396,020 Aviat - Microwave Contract Services 196,110 Operations 358,390 MConsulting 94,000 Legal Services 25,000 Site Maintenance 74,390 Stantec 34,100 Administration 395,320 TOTAL OPERATING EXPENDITURE $3,584,290 Operations Mconsulting Legal Services Site Maintenance Stantec Administration Combined Communications Network Budget 6 P age 16

17 BUDGET SUMMARY REVENUE General Government $281,460 Transportation Authorities 916,540 Public Safety Agencies 576,070 South Sound 911 1/10 th of 1% tax 560,000 Pierce County E-911 $.50 excise tax 1,150,220 Use of Fund Balance 100,000 TOTAL REVENUE $3,584,290 EXPENDITURE Personnel $751,790 Site Leases 259,170 Motorola Contract Services 1,396,020 Aviat - Microwave Contract Services 196,110 Operations 358,390 Mconsulting 94,000 Legal Services 25,000 Site Maintenance 74,390 Stantec 34,100 Administration 395,320 TOTAL OPERATING EXPENDITURES $3,584, Reserve Balance Forecasted Ending $2,754,410 Combined Communications Network Budget 7 P age 17