COMMISSIONERS COURT COMMUNICATION

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1 COMMISSIONERS COURT COMMUNICATION AGENDA DATE : CONSENT OR REGULAR: Consent CONTRACT REFERENCE NO (IF APPLICABLE): N/A \ SUBJECT: Approve and authorize the El Paso County District FY BACKGROUND/DISCUSSION OF TOPIC: To include statutory requirement, operational impact, or performance goal. FISCAL IMPACT: N/A PRIOR COMMISSIONERS COURT ACTION (IF ANY): The El Paso County 911 District Budget is approved annually by Commissioners Court. Last approved on July 30, 2012 (Motion #9, Item #6). RECOMMENDATION: COUNTY ATTORNEY APPROVAL The attached document has been given legal review by the El Paso County Attorney s Office on behalf of the County of El Paso, it officers, and employees. Said legal review should not be relied upon by any person or entity other than the County of El Paso, its officers, and employees. COUNTY ATTORNEY: LEGAL REVIEW: LEGAL REVIEW NOTES (If Applicable): DATE: SUBMITTED BY: County Judge Veronica Escobar, APPROVED 12/19/2011

2 2014 El Paso County 911 District Budget Plan

3 El Paso County District Budget Plan for Approved by the El Paso County District Board of Managers July 25, 2013

4 Contents BOARD OF MANAGERS I BUDGET PLAN 1 BUDGET SUMMARY 6 BUDGET DETAIL PAGES 7 FIVE YEAR BUDGETARY PROJECTION 14 STAFF 18

5 El Paso County District Board of Managers (in Alphabetical Order) Chief Deputy Eddie Campa Michael Czerwinsky Paul Guerrero Chief Jim Langborg Chief Klaus Mansion Micheal C. Wendt Phil Bowen Member, Representing El Paso County Member, Representing the City of El Paso Investment Officer Member, Representing our Service Provider, AT and T (non-voting member) Member, Representing the City of Socorro Vice Chair, Representing Municipalities Investment Officer Board Chair, Representing the City of El Paso Legal Counsel

6 El Paso County District Budget Plan Per our governing statute, attached is our proposed budget for which is submitted for your review and approval. The El Paso County District Board of Managers approved this budget at their regular meeting on July 25 th, Our process is to then submit our plans to the El Paso County Commissioners Court, the El Paso City Council, the Socorro City Council, the Horizon City Council, the Town of Anthony Council, the Town of Clint Council, and the Village of Vinton Council with a request for approval by each. Once that process is complete our budget is formally adopted by the Board to become effective October 1 st. The creation of this budget has been accomplished with help of the agencies and entities we serve and it reflects our ongoing responsibilities for the community s present and future needs in terms of technology and operation. The El Paso County District is a special purpose emergency communications district created by the voters in Our core mission is to establish and administer the primary emergency telephone service in El Paso County. We supply the technical systems networks, equipment, and software used to receive and process a call (over six-hundred thousand calls in 2012). Our goal is to ensure that, when necessary, anyone, at any time, using any device, can contact emergency services fire, law enforcement, medical by dialing Additionally, the El Paso 911 District provides and administers the Computer Aided Dispatch system (CAD), used County-wide, which forwards the information gathered by the emergency call taker to emergency responders and documents their activities. The 911 District budget performs important work throughout the County. In addition to the 911 phone system and the Computer Aided Dispatch system, the District provides software for responder s mobile computers, connecting them to the CAD. We provide the Telecommunicators call-management software which guides the processing of emergency-medical, fire, and police calls, and funds for call taker training and certification on these systems. We provide materials and resources for educating our community about calling 911. Most of the County uses or interacts with the maps we produce through our GIS operations. Equipment and support is provided to the Public Safety Answering Points (PSAPS) in Socorro, Anthony, Horizon, UTEP, EPISD, SISD, and Ft. Bliss, as well as the City of El Paso and County of El Paso and their backup facilities. The technologies we provide are highly integrated into the emergency response processes used County-wide and help provide a platform for the interoperability of our public safety responders. In addition to providing technology systems, the 911 District Regional Communications Center hosts the City of El Paso and the County s primary dispatch operations, the El Paso County Office of Emergency Management (OEM), the Border Regional Advisory Council on Trauma and Emergency Healthcare (the RAC), the Emergency Operations Center (EOC), and the City of El Paso s 311 call center. Our computer network communicates with the City and County networks, allowing us to better share information. The building also contains the master-site for the City of El Paso s new P25 radio system, and the master site for the County s proposed P25 system is planned to co-locate here as well, allowing the systems to work together efficiently. The District is funded solely by fees. These fees originate from local landline phones and trunks, and from funds the State collects from wireless phones, a portion of which is redistributed to the local entities based on their percentage of total state population. Per our governing statute, we locally collect an amount equal to six percent of the base rate of the primary phone provider in the County. The rate is reviewed yearly by the Board to ensure we are appropriately funded. We operate as an enterprise fund collected for a proprietary use similar to a business enterprise where the intent of the governing body is that the costs of providing services to the general public on a continuing basis be financed or recovered primarily El Paso County District Budget Plan Page 1

7 through user charges. We strive to maintain a healthy reserve to ensure resources are available for major capital needs or for recovery from a catastrophic emergency involving equipment or infrastructure. The system is often the very first responder to any emergency experienced by the public. New technologies that must be accommodated and the need to maintain equipment and services continue to challenge entities everywhere. Our budgetary priorities and strategic goals are set by our mission. Fundamentally, we provide the technologies that receive the call for help, process the response, dispatch the responders, and create records. The El Paso County 911 District Staff is proud to serve our Community. Following are the more significant features included in our 2014 Operational and Capital Budget as approved by the El Paso County 911 District Board of Managers: Our wireline service rate remains the same, an amount equal to 6% of the base rate of our service provider per our governing statute. The monthly wireline service fees are $1.38 per residential line ($16.56 per year), $3.96 per business line ($47.52 per year), and $3.96 per business trunk ($47.52 per year). Rates are set yearly by the Board of Managers according to the current base rate of our provider and the projected needs of the community. The service fees for wireless and prepaid wireless subscribers are set by state statute; the statewide flat rate for regular wireless is $.50 per subscriber number per month and prepaid wireless subscribers are assessed a two percent (2%) service fee based on their prepaid wireless service purchased by any method. The regular wireless fees collected in Texas are transmitted to the State Comptroller s Office and distributed within 15 days of receipt to the entities. The prepaid wireless fees are also transmitted to the Comptroller and distributed within each calendar quarter. Funds from both the wireless and prepaid wireless subscribers are distributed according to the population served by each entity as a percentage of the total State population. The salaries budget includes the following full-time staff positions: IT personnel needed to maintain and support the and CAD systems on a 7x24x365 basis GIS staff to continue to develop and maintain the geographical map for all jurisdictions, which is needed for both the system and the CAD. Administrative staff to handle the daily business and financial functions of the District Programs staff to assist with training area Telecommunicators so as to maintain licensing and certifications and a good standard of care to our community, and also to provide materials and help coordinate public education about The networks budgets include: Funding for the ECD database which provides information for the Office of Emergency Management systems for emergency community notifications Language line costs for use by call takers and customer service personnel when confronted with an unfamiliar language trunks and circuits, selective router, and the databases that support the function Call center phone systems for the Kansas center, Socorro, and the backup centers, and for phone system expansion to Ft. Bliss and Horizon Connectivity for remote PSAPs (Socorro, Horizon, UTEP, Ft. Bliss, EPISD, SISD, and backups) Funding for call-handling software for call takers as they process fire, medical, and police calls for assistance, both maintenance and additional purchase as we expand the system El Paso County District Plan Page 2

8 Funding for wireless location services, as mandated by the Federal Communications Commission (FCC), which provides the call taker with a mobile number and the caller s approximate location information Funding for infrastructure at designated Central Offices to relieve 911 call load, per our Interlocal agreement with the City of El Paso Funding for maintaining and improving phone and CAD networks and the software used by responders Funding to upgrade the phone system The Agency Support and Programs budgets include: Public Education funds as we reach out to educate our community about Funds to help train area Telecommunicators Funds to continue the training for the specialized software used by call takers as they process police, fire, and medical calls for service Funds to assist agencies with technologies a recurring program that assists our agencies with projects to improve their response technologies Funds for radio system support, the use of which will be discussed with the agencies we support Funds to explore the District s management of Call Center Operations, to help ensure we make the best decision for our community FY 2014 Priorities: Continue to provide a Reliable, Accessible System through updated technology The District has an obligation to ensure that its core responsibility, the system, remains reliable and accessible, with services that are current with achievable phone technologies. will see the replacement of the existing phone system, in place since This replacement is especially timely as new ways of calling will soon become commonly available (specifically, texting to 9-1-1), and our community needs to have equipment in place that meets the demand for these technologies. Repairs, Replacements, and Updates to the Kansas PSAP The Kansas PSAP has become a hub of critical technologies and is in use 24/7/365. We have been in the center since 2005 and the building systems need updating and improvements. We intend to increase our emergency power resources, update and improve our HVAC systems, and make alterations to the 911 call center that will improve its security, functionality, and livability. This project is shovel-ready and anticipated to begin during the first quarter of 2014, pending final approval of the Board. This will be a financed project. Creation of a Common Back-up Center In consultation with the entities we support, the District has long planned to provide a common backup center that will be useful for all agencies. Currently only the City of El Paso and the County have backups, and these are too small to accommodate current operations in the event of an emergency. This backup center will provide a space for all agencies to operate should their own PSAPS be temporarily unavailable or if emergency operations need to be expanded to allow for more resources answering 911 and dispatching. We hope to partner with the agencies we support in determining the location, content, and scope of this project, governed of course by available funds. This project is in the planning stages, and is anticipated to be ready for the bidding process sometime in the second quarter of 2014, pending final approval by the Board. This will be a financed project. El Paso County District Plan Page 3

9 Become a training resource for all area Telecommunicators This initiative is new. The District has added a 911 Programs Manager who will be responsible for developing training resources for all area Telecommunicators. The State of Texas recently passed legislation requiring Telecommunicators to be licensed and to receive ongoing in-service training in addition to their basic telecommunicators courses. We believe this is a step in the right direction for ensuring a common standard of care for our community as they call for law enforcement, fire, or medical services. TCLEOSE, the state agency responsible for licensing public safety personnel including Telecommunicators-- has tapped the District for participation with the team that will create new state-wide curricula for call takers and dispatchers that will support the new law. Our goal is to create uniform training and options for local agencies as they work to meet the state requirement for Telecommunicators. Other Considerations: Regional Communications Authority The City of El Paso has expressed an interest in the District taking over operational management of 911 and 311 operations. The District is interested in this idea, as it has been a goal of ours to facilitate a Regional Communications Authority. Funds have been set aside in our budget to help explore this possibility. This is envisioned as a fee-for-service enterprise, thus relieving participating entities of the need to manage personnel, pensions, health insurance and other HR Costs, while continuing to provide professional Telecommunicator services to our community and all first responders. Emergency communications would be our focus, leaving Fire and Police departments to focus on response and responders. Radio Equipment Support We have been asked to help support the new radio systems purchased by the City and the County, and funds have been set aside to do so pending Board approval of projects presented. Interlocal agreements may be required to make these funds available from year to year, and the Board feels that there may be an advantage to the community if it assists with these larger radio systems. Add Staff As the District s responsibilities grow, we must reassess our staffing to ensure that we are right-sized, with the right job descriptions and skills for our mission. The Board has approved the addition of two staff members: a full-time Clerical Support Specialist and a Data Integrity Specialist. The clerical position will be for general use in our busy office, filing, assisting with payables, payroll, and projects; the day to day business of the District. The Data Integrity Specialist will work to ensure that the data entered by the call takers and dispatchers is complete and ready for the analysis processes used by the agencies we support. The CAD collects a myriad of time stamps, geographical information, incident information, etc. that can also be used by other software programs for response and coverage analysis. This data is already used by our entities to determine the basis for some of their billing and also to analyze event patterns and staffing needs. This person will also keep up with the data used by the CAD, ensuring that we have the most current lists of responders, vehicles, skills, etc. that are needed for dispatch, and that paging and other notification lists are kept current. The Board has also approved funding for an overlapping replacement of our Assistant Director, as he will retire during the upcoming fiscal year and it is desirable that a knowledge transfer take place. These funds will provide for a few months with both assistant directors on board. El Paso County District Plan Page 4

10 Conclusion The 911 District does important work for our community. We support twenty-six public safety agencies county-wide with technology and other services. We are proud of our twenty-six years of service and look forward to discussing our budget with you. Please let us know if you any questions. We will be very happy to meet with you! Thank you! Mary Kozak, Director El Paso County District 200 N. Kansas Street El Paso, Texas (915) Patricia Caldera, Fiscal Manager El Paso County District 200 N. Kansas Street El Paso, Texas (915) El Paso County District Plan Page 5

11 Budget Summary Projected Final PROJECTED BEGINNING RESERVE FUND 5,500,000 5,500,000 6,484,955 PROJECTED REVENUE Income - Service Fees 7,200,000 7,930,000 9,350,000 Income - Interest 10,000 10,000 10,000 Total PROJECTED REVENUE 7,210,000 7,940,000 9,360,000 TOTAL FUND 12,710,000 13,440,000 15,844,955 TOTAL BUDGET 7,765,045 6,955,045 10,455,040 ** TOTAL RESERVE 4,944,955 6,484,955 5,389,915 OPERATING District Administration 602, , ,800 Phone Network 1,192,200 1,192,200 1,430,640 Computer Network 1,432,950 1,432,950 1,729,050 Radio Network 229, ,050 23,500 Programs and Public Education 65,000 65, ,650 Call Center Management 743, ,200 0 * Facility 585, , ,400 Total OPERATING 4,850,045 4,250,045 4,620,040 OPERATING CAPITAL Building Equipment - Repairs and Replacements 300, , ,000 Network Hardware and Software > $ , , ,000 Phone Switch Equipment ,000 Phone Equipment - CPE 20,000 20,000 0 HVAC and Electrical 200, Building and Equipment > $ , ,000 0 Desktop Equipment > $ ,000 20,000 0 Radio Equipment > $ ,000 65,000 0 Total OPERATING CAPITAL 1,405,000 1,105, ,000 TOTAL OPERATING AND CAPITAL 6,255,045 5,355,045 5,470,040 PROJECTS PHONE SYSTEM UPDATE 750, ,000 2,000,000 ** AGENCY SUPPORT Call Center Mgmt. Project ,000 * Agency Technology Assistance Program 500,000 1,100, ,000 Radio Equipment Support ,000 Fort Bliss Connectivity 260,000 50,000 0 Total AGENCY SUPPORT 760,000 1,150,000 1,550,000 FINANCED PROJECTS Financing Proceeds ,000,000 Financed Project #1 Building Improvements 0 0 (5,000,000) Financed Project #2 Backup Center 0 0 (10,000,000) DEBT SERVICE (For Financed Projects) Total DEBT SERVICE 0 0 1,435,000 TOTAL PROJECTS 1,510,000 1,600,000 4,985,000 * moved to agency support, moved to projects **Funds for new phone equipment pulled from Reserves El Paso County District Summary Page 6

12 Budget Detail Pages TOTAL BUDGET Where the Money Goes Radio System 0.2% Programs and Public Education 2.0% Facility 5.4% District Administration 6.4% Capital Improvement Expenses 8.1% Phone System Debt Service Agency Support CAD Computer Network Projects 13.7% 13.7% 14.8% 16.5% 19.1% El Paso County District Budget Detail Page 7

13 Phone Network Projected Final Comments Salaries and Benefits 236, , , Phone System Manager, GIS Manager, GIS Technician Maintenance - Phone CPE System 435, , , Increase due to estimated add l maintenance costs Maintenance - Phone GIS Software 20, , , Phone Equipment - Accessories < $ , , , Replacement Headsets and amps, ongoing and for the new system Phone Lines 322, , , Phone Services - Change Orders 2, , , For adding trunks and connections for phone system upgrade Phone Services Recurring 33, , , Per City Interlocal - CO costs Phone Services - ECD Database , Emergency Notification Database for OEM Phone Services - Language Lines 1, , , Used by Call Center Phone Services - Long Distance 1, , , Phone Services - Teleconferencing 1, , , accommodates remote meeting attendees Phone Services - Wireless Cost Recov AT& 30, , , Payable to AT and T for wireless Infrastructure Phone Services - Wireless Cost Recovery 95, , , Payable to other vendors for wireless Infrastructure Contract Services -Phone/GIS 5, , , Total Phone Network 1,192, ,192, ,430, El Paso County District Budget Detail Page 8

14 CAD Network Projected Final Comments CAD Manager, MPS/CAD admin, Data Tech, Network Salaries and Benefits 380, , , Admins (3) Training 60, , , Professional Skills Training Computer Equipment < $ , , , Monitors, mouse, drives, and other repair items Maintenance - Network CAD CISCO/Smartnet 750, , , Maintenance - Network NOC Support 76, , , Maintenance - Network ProQa Software , Used by Call Center for Call Processing Maintenance - Network Software & Hardware 53, , , Network Equipment < $ , , , Cable, connections, other parts for running the network Network Connectivity 88, , , Adding connectivity to Ft. Bliss, upgrading to other sites for better speed. Total CAD Network 1,432, ,432, ,729, El Paso County District Budget Detail Page 9

15 Kansas PSAP Facility Facility Management Projected Final Comments Salaries and Benefits 56, , This Salary moved to Administration cost center Building Supplies and Equipment < $ , , , Facility Custodial Contract 115, , , End of 3 year contract, will be re-bid Facility Utilities 200, , , Facility - Custodial Supplies 20, , , Re additional personnel in building Insurance - Property and Liability 35, , , Maintenance - Office Equipment 12, , , Maintenance and Repairs - Bldg. Appliances 1, , , Maintenance Services - Facility 63, , , Maintenance Services - UPS System 12, , , Parking Expense - Agency 15, , , Increase due to increased building usage Parking Expense - contractual 46, , , Adding spaces due to increased building population Total Facility Management 585, , , El Paso County District Budget Detail Page 10

16 Radio Network Projected Final Comments Radio Network Maintenance - Radio System contractual 147, , , Remaining obligations on old radio system, will not be in next budget cycle Radio Equipment < $1000 5, , Radio Network - T1 Circuits for , , Radio Site Rent 7, , , Secondary Transmit site for pager system Total Radio Network 229, , , Agency Support Projected Final Comments Agency Support Call Center Management Project , Call Center Management Project Funding Agency Technology Assistance Program 500, ,100, , Recurring Program Fort Bliss Connectivity 260, , Moved to CAD Network Radio Support , Assist City and County with new Radio Systems Call Center Management 743, , Moved to Projects for Management Study Total Agency Support 760, ,150, ,550, El Paso County District Budget Detail Page 11

17 District Administration Projected Final Comments District Administration Salaries and Benefits 393, , , Director, Ast. Director, Fiscal Manager, Clerical Mileage Reimbursement Fund 2, , , Account & Bank Charges 3, , Advertising 2, , , RFP, employment, and Legal announcements Office Supplies 14, , , Computer Supplies 2, , , Postage/Freight/Shipping Expense 2, , , Professional Memberships 5, , , Professional Services Alliance 54, , , Professional Association - Regulatory Professional Services - Audit 12, , , Yearly Audit Professional Services - Contract 27, , , Bond Council, Overlapping Asst. Director, other professional services Professional Services - Legal 40, , , District's Legal Counsel Public Meeting 4, , , Publications 1, , , Training 40, , , Total District Administration 602, , , Programs and Public Education Projected Final Comments Salaries and Benefits 64, New Position and Program Programs and Public Education Create a training resource for all area Programs and Public Education 25, , , telecommunicators ProQa Training , Telecommunicator Training 40, , , Total Programs and Public Education 65, , , Total Programs and Public Education 65, , , El Paso County District Budget Detail Page 12

18 Capital Projected Final Comments Capital Expenditures HVAC and Electrical 200, Canceled, re proposed building projects Building and Equipment > $ , , Canceled, re proposed building projects Desktop Equipment > $ , , Eliminated, handled under network Phone Equipment - CPE 20, , Canceled, re proposed phone project Radio Equipment > $ , , Deleted, re Radio Support under Projects Building Equipment - Repairs and Replacements 300, , , Reduced, re proposed building projects Network Hardware and Software > $ , , , Replace level three switches, continue virtualization of CAD, security updates Phone Switch Equipment , Switch modifications to auxiliary equipment Total Capital Expenditures 2,155, ,555, , Projects Financed Projects Projected Final Comments Financed Project #1 Building Improvements ,000, Re proposed Bond Issuance Financed Project #2 Backup Center ,000, Re proposed Bond Issuance Total Financed Projects ,000, Phone System Update 750, , ,000, From reserves, Update of 911 Phone system Debt Service COST CENTER OPERATING Debt Service for Financed Projects Projected Final Comments Capital Debt Payments/Interest ,435, Debt Service payment for proposed financed Total Debt Service ,435, Projects El Paso County District Budget Detail Page 13

19 Five Year Budgetary Projection Following is a five-year budgetary projection for the District. These figures are based on what could happen as we move forward with plans for a Regional Communications Authority and if we were to keep all other current projects and plans in place. This is for planning purposes of course, and what will actually happen depends on continued funding and the need for supporting the phone system. El Paso County District Five Year Budgetary Projection Page 14

20 Five Year Projection Summary Projected Budget FY2015 Projected Budget FY2016 Projected Budget FY2017 BEGINNING RESERVE FUND 5,500,000 6,484,955 5,389,915 5,336,680 4,421,795 PROJECTED RECEIPTS Income - Service Fees 7,200,000 9,350,000 9,600,000 9,800,000 10,000,000 Total PROJECTED RECEIPTS 7,200,000 9,350,000 9,600,000 9,800,000 10,000,000 PROJECTED INTEREST INCOME Income - Interest 10,000 10,000 13,000 13,000 14,000 Total PROJECTED INTEREST INCOME 10,000 10,000 13,000 13,000 14,000 TOTAL FUND 12,710,000 15,844,955 15,002,915 15,149,680 14,435,795 TOTAL PROJECTED BUDGET 7,765,045 10,455,040 9,666,235 10,727,885 9,698,645 PROJECTED RESERVE AT FISCAL YEAR-END 4,944,955 5,389,915 5,336,680 4,421,795 4,737,150 OPERATING Debt Service 0 1,435,000 1,600,000 1,600,000 1,600,000 District Administration 602, , , , ,425 Phone Network 1,192,200 1,430,640 1,735,150 1,810,200 1,708,700 Computer Network 1,432,950 1,729,050 1,823,700 1,898,650 1,907,170 Radio Network 229,050 23,500 24,800 26,100 26,500 Programs and Public Education 65, , , , ,350 Call Center Management 743, Facility 585, , , , ,500 Total OPERATING 4,850,045 6,055,040 6,816,235 7,027,885 6,948,645 AGENCY SUPPORT Call Center Mgmt. Project 0 300, , , ,000 Agency Technology Assistance Program 500, , , , ,000 Fort Bliss Connectivity 260, Radio Support 0 750, , , ,000 Total AGENCY SUPPORT 760,000 1,550,000 1,700,000 1,700,000 1,700,000 El Paso County District Five Year Budgetary Projection Page 15

21 Projected Budget FY2015 Projected Budget FY2016 Projected Budget FY2017 CAPITAL HVAC and Electrical 200, Building and Equipment > $ , Building Equipment - Repairs and Replacements 300, , , , ,000 Desktop Equipment > $ , Network Hardware and Software > $ , , , , ,000 Contingencies - Backup Center Project ,000 0 Phone Equipment - CPE 20, Phone System Update 750,000 2,000, Phone Switch Equipment 0 200, , , ,000 Radio Equipment > $ , Total CAPITAL 2,155,000 2,850,000 1,150,000 2,000,000 1,050,000 Budget Projections based on the current 2013 Fiscal Year, and beyond. Includes anticipated equipment replacements and best available predictions as to the system enhancements and required District services from the Community, the State, and any national plans for Services. El Paso County District Five Year Budgetary Projection Page 16

22 Thank you for reviewing our Budget for FY 2014 If you have any questions, please contact us at Mary Kozak, Director (915) Patricia Caldera, Fiscal Manager (915) El Paso County District Budget Plan Page 17

23 El Paso County District Staff Mary Kozak, Director (915) Ray Perez, Assistant Director (915) Patricia Caldera, Fiscal Manager (915) Frances Jimenez, 911 Program Manager (915) Thelma Marron, GIS Manager (915) Sonia Ruiz, Phone System Manager (915) Rachel Gomez, CAD System Manager (915) Jennifer Aguilar, Network/Systems Admin (915) Mike DeMore, Network/Systems Admin (915) Alex Medina, Network/Systems Admin (915) Brian Odell, CAD/MPS Admin (915) Richard Jordan, GIS Technician (915) Clerical Support (to be added) Data Integrity Technician (to be added) El Paso County District Budget Plan Page 18

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