Kitsap 911 Executive Committee Meeting November 22, 2017 ~ 1:00 PM to 3:00 PM Kitsap 911 A G E N D A

Transcription

1 Kitsap 911 Executive Committee Meeting November 22, 2017 ~ 1:00 PM to 3:00 PM Kitsap 911 A G E N D A 1. Call to Order (Chair) 2. Additions to Agenda (Chair) 3. Approval of Minutes (11/8) (Chair) 4. Public Comment (limited to 2 minutes per speaker) (Chair) 5. Approval of Payment of Claims- Fund (Operating Fund) (Kirton/Kellogg) a. A/P Warrant Numbers 1614 through 1651 Total $131, b. Payroll Dated 11/17/17 Total: $245, Ratification of Executed Contracts (Kirton) a. KC , Sprint Wireless, tower lease, 10 years, approx. 24K/year (revenue) b. KC , WA Traffic Safety Commission, 1 Year, variable (revenue) c. KC , City of Bremerton, 2 months, 71.12/hour, (expense) 7. Action Items (Kirton) a. Resolution Adopting Admin and Management Wage Scales 8. Budget (Kirton) a. Technical Budget 9. Discussion Items a. December Board Meeting (Kirton) b Meeting Schedule (Kirton) i. Board, 1 st Tuesday of 3 rd month each quarter plus July 20 th. ii. Executive Committee, 2 nd and 4 th Wed each month except October? 10. Possible Closed Session to Discuss Labor Relations (Kirton/Taylor) 11. Reports a. Financial Report (Kellogg) b. Staffing Report (Jameson-Owens) c. Goals and Tech Project Updates (Kirton) 12. Additional Agenda Items (If any) a. b. c. 13. Good of the Order 14. Adjourn

2 Kitsap 911 Executive Committee Meeting of November 11, 2017 The Kitsap 911 Executive Committee met in the Conference Room at Kitsap 911 in Bremerton. Present were: Director Dusty Wiley (Chair), Director David Ellingson, Director Gary Simpson, Director Becky Erickson (Via Conference Call), Director Patty Lent (Via Conference Call), Strategic Advisory Committee Member Jeff Griffin, Executive Director Richard Kirton, Deputy Director Maria Jameson- Owens, Financial Manager Tracey Kellogg, Human Resource Manager Rachael Taylor, General Council Ken Bagwell and Administrative Specialist Stephanie Browning. Absent: Strategic Advisory Committee Member Chief Matthew Hamner Call to Order. Chair Dusty Wiley called the meeting to order at 1300 Additions to Agenda: None Public Comment: None Approval of Minutes: Director David Ellingson moved to approve the minutes from September 27, Motion was seconded by Director Gary Simpson. Motion Passed. Approval of Payment of Claims-Fund 89822: Director David Ellingson moved approval of A/P 1535 through 1631 Total $219, and Payroll dated 10/6/17, 10/20/17 and 11/3/17 Total $712, Motion was seconded by Director Becky Erickson. Motion Passed. Ratification of Executed Contracts: Director David Ellingson motion to approve ratification of executed contracts with US Government, Tower Space lease for $219, (revenue), US Government, Tower Space Lease for $85, (revenue) and Kitsap County, Info. Service Agreement $338, (expense).

3 Kitsap 911 Executive Committee Minutes of November 08, 2017 Page 2 Motion was seconded by Director Dusty Wiley. Discussion: Director Gary Simpson asked if the contracts went through review process. Mr. Kirton said yes. Motion Passed. Discussion- State 911 Office shortfall - Executive Director Kirton reported at the State 911 meeting last month he learned the appropriation for the state 911 office is not enough to cover all of the expenses. This is primarily due to the delays with the ESINet, which is the telephone network used statewide for 911. The state fund will be about 7 million dollars short, the 911 is working through the executive branch to request a supplemental appropriation to cover half of the short fall. There is a national NG911 Grant that has not opened yet but the rules are being developed. There is hope that this will cover the gap, however the state has indicated if they cannot cover the funds they will have to cut County contracts. As a preventative measure the coordinators group recommended to the state that they cute a portion of the county contracts by 50%. More information to come as the year progresses. Reports- Financial Report- (reports were distributed) Financial Manager Tracey Kellogg provided the budget reports for September The budgeted revenues are ahead of projections and budgeted expenditures are behind projected. Staffing Report- Deputy Director Maria Jameson-Owens reported a call receiver resigned recently. There are now 6 vacant positions. The next hiring session will begin in December with the candidates starting in March The Law Enforcement Academy started this week with three employees being signed off as dispatchers in approximately three months. The most recent call receivers started their floor training this week and should be completed in three months Goal and Tech Project Update- Transfer of Building The executed assignment agreement was signed by Kitsap 911 and the Military Department. Now Kitsap 911 is waiting for Kitsap County to execute and it was indicated it should be executed by the end of the year. MCT Software Upgrade- This is project is marked as complete as the update was pushed out to the MCT users. There are still a few users who have not restarted their computers to receive this update. The MCT Coordinators have been notified if they have users pending. Develop Proposal for Reducing Call En-route time- This project has gone beyond just develop the proposal and work has begun to implement some of the recommendations from the operation work group and two technical recommendations. Backup Center- Kitsap 911 is working with the Silverdale water district to finalize the last few changes; which are the orientation of the building, the parking and put a driveway in. Once this is finalized, the lease will be moved forward quickly. More money will be placed in this project

4 Kitsap 911 Executive Committee Minutes of November 08, 2017 Page 3 in the proposed budget for the driveway and to do some enhancements as this project has taken a long time to complete. Mobile Responder Deployment- This project has pushed into the fourth quarter. We are waiting for the vendor to complete the fixes identified during the limited roll out. The goal is to have the product available to fire and to law enforcement with some limited functionality by the end of the year. It won t be fully functional to law enforcement until deployment of two factor authentication. Additional Agenda Items- Executive Director Kirton said the next meeting is the 22nd, the day before Thanksgiving and asked if the members need to move it. Director Lent will not be available that week and Director Simpson will be unavailable. The meeting will take place as scheduled. The website will be active so if anyone wants to attend remotely they can view and follow the documents. Good of the Order: None Director Erickson said they are putting 7K in there budget to run a fireworks election. Stephanie Browning will set up a meeting with the Poulsbo Mayor, Police Chief, Fire Chief and Executive Director Kirton to discuss and develop a presentation for the Poulsbo Council. Executive Director Kirton shared in the last week Kitsap 911 has been experiencing TDOS telephone attack on a business line from a scamming outfit. The calls were pervasive that the business line for operations had to be disabled. Other public safety agencies have been given an alternative number to call and leave a message. The hope is with the line being disable for a bit the attack will end. The FBI is involved, the fusion center and the Bremerton Police. One day there was 200 calls in an hour and half. Adjournment 13:45 The next regular meeting of the Kitsap 911 Executive Committee is scheduled on November 22, 2017 from 13:00-15:00 at the CENCOM facility.

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8 Kitsap 911 Public Authority Resolution Adopting Admin and Management Wage Scales. WHEREAS, on April 25, 2016 the Board of County Commissioners adopted ordinance enacting chapter of the Kitsap County code (the Ordinance ), creating the Kitsap 911 Public Authority; approving a charter therefor; establishing a Board of Directors to govern the affairs of Kitsap 911; and providing how Kitsap 911 shall conduct its affairs; and WHEREAS, Kitsap 911 (the Authority ) is a public corporation organized pursuant to RCW ; and WHEREAS, the Board of Directors has appointed an Executive Committee and delegated certain powers and authority to the Executive Committee in accordance with article VI of the Bylaws; and WHEREAS, The Kitsap 911 Board of Directors recognizes the need to establish fair and competitive wages and salaries for unrepresented admin and management employees. NOW, THEREFORE, BE IT RESOLVED by the Kitsap 911 Executive Committee as follows: Section 1. The Kitsap 911 Unrepresented Administrative Wage Scale and Management Wage Range Resolution and Resolution is repealed and replaced with the following wage scale and range on the attached Exhibit, which reflects a % increase and is hereby adopted. All wage and salary compensation of Kitsap 911 unrepresented Administrative and Management employees shall be in accordance with this Salary and Wage Scale Schedule and any future amendments thereto. Section 2. Severability. If any provision of this Resolution or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect the other provisions of this Resolution which can be given effect without the invalid provision, if such remainder conforms to the requirements of applicable law and the fundamental purpose of this agreement, and to this end the provisions of this Resolution are declared to be severable. Section 3. Effective Date. This resolution shall become effective January 8, MOVED AND PASSED at a regular meeting of the Kitsap 911 Executive Committee on, 2017 of which all Directors were notified and a quorum was present. 1

9 KITSAP 911 EXECUTIVE COMMITTEE OF THE BOARD OF DIRECTORS DUSTY WILEY, CHAIR ATTEST: Ken Bagwell, General Counsel 2

10 Executive Summary Kitsap 911 Board of Directors Summary: For the period ended October 31, 2017 (83.0% of the year elapsed), revenues are still trending above and expenses below projections. Revenues: We have received 89.14% ($8.22M) of budgeted revenues through October 2017, with a YTD goal of 83.03%. Sales tax revenue dipped slightly below projections for October YTD 2017, with our total 7.16% above the October YTD goal. We have received 89.83% of the total budgeted sales tax revenue with a YTD goal of 82.67%. Reversing the effect of the VOIP excise tax audit payment received in April, we have received approximately 85.20% of the total budgeted Excise tax revenue with a YTD goal of the 83.03%. Other revenues, which now include the State grant above, are also tracking above projections with 90.29% received of the 83.60% expected. Fluctuations in MCT hardware purchases and the timing of related reimbursements can make this category of revenue fluctuate. Expected $ Actual $ Variance $ Total Revenue 7.65 M 8.22 M 0.56 M Sales Tax 3.44 M 3.73 M 0.30 M Excise Tax* 2.00 M 2.09 M 0.09 M Other Revenues 2.22 M 2.39 M 0.18 M Expected % Actual % Variance % Total Revenue 83.03% 89.14% 6.11% Sales Tax 82.67% 89.83% 7.16% Excise Tax* 83.03% 85.20% 2.17% Other Revenues 83.60% 90.29% 6.69% *Excise Tax excludes one-time excise tax audit payment in April Expenditures: We have expended 75.13% ($7.61M of $10.1M) of our total appropriation with a YTD goal of 81.07%. We have expended 76.87% ($6.98M of $9.08M) of our operating appropriation, excluding debt service, with a YTD goal of 80.58%. Within the operating expenditures, Salaries and Benefits on slightly ahead of projections. We have expended 81.3% of the total YTD Salaries and Benefits budget ($5.68M of $7.00M) with a goal of 80.90%. Non-Labor operating expenditures (excluding debt service) are 17.40% below expected. We have expended 66.76% of the total Operating Supplies, Services, Inter-fund, and Bond budget ($1.70M of $2.54M) with a goal of 81.00%. As noted in the revenue section above, fluctuations in timing and amounts of MCT purchases can cause variations in this category. 1

11 Expected $ Actual $ Variance $ Total Expenditures 8.21 M 7.61 M 0.60 M Operating Salaries & Benefits 5.65 M 5.68 M M Operating Non-Labor 1.67 M 1.30 M 0.36 M Operating Non-Labor & Debt Service 2.54 M 1.70 M 0.84 M Total Technology 0.51 M 0.24 M 0.27 M Expected % Actual % Variance % Total Expenditures 81.07% 75.13% 5.94% Operating Salaries & Benefits 80.90% 81.30% -0.40% Operating Non-Labor 79.52% 62.12% 17.40% Operating Non-Labor & Debt Service 81.00% 66.76% 14.23% Total Technology 83.33% 39.29% 44.04% Reserves: Risks: No reserves have been used year-to-date. None identified. Regional Outlook According to the September 2017 issue of The Puget Sound Economic Forecaster, Kitsap and Pierce counties are expected to have relatively strong employment and personal income growth throughout 2017 and into The counties clearly benefit from their proximity to Seattle in terms of economic activity. But those strong growth rates are actually due to the ripple effects of activity in Seattle and their size. 2

12 Description Kitsap 911 Monthly Financials for the 10 months ended 10/31/ Annual Budget - Amended Jan - Oct Expected 2017 Budget $ Revenues Jan - Oct Expected 2017 Budget % Jan - Oct Actual 2017 $ % Sales Tax $4,156,196 $3,436, % $3,733,571 $297, % Telephone Excise Tax 2,408,805 2,000, % 2,088,153 88, % Other Revenues 2,650,929 2,216, % 2,393, , % Total Revenues $9,215,930 $7,652, % $8,215,175 $562, % Delta Expenditures Operating Labor Salaries $5,255,014 $4,251, % $4,035,924 $1,219, % Payroll Taxes 500, , % 363, , % Benefits 1,556,826 1,259, % 1,278, , % Budgeted Attrition (327,008) (264,553) 80.90% 0 (327,008) 0.00% Total Labor $6,984,842 $5,650, % $5,678,525 $1,306, % Operating Expenditures Supplies $115,023 $90, % $115,632 ($609) % Professional Services 488, , % 180, , % Communications 196, , % 176,294 19, % Travel 41,674 34, % 24,484 17, % Advertising 3,500 2, % 5,659 (2,159) % Operating Rents/Leases 190, , % 81, , % Insurance 77,408 77, % 77,993 (585) % Utilities 123,132 94, % 119,069 4, % Repairs & Maintenance 782, , % 489, , % Miscellaneous 77,412 66, % 31,606 45, % Total Non-Labor $2,096,416 $1,667, % $1,302,342 $794, % Total Operating Expenditures 9,081,258 7,317, % 6,980,867 2,100, % Debt Service LTGO Bond 2005 Refdg - Principal $336,049 $336, % $339,508 ($3,459) % LTGO Bond 2005 Refdg - Interest 106,506 53, % 53,253 53, % Total Debt Service $442,555 $389, % $392,761 $49, % Technology Expenditures Miscellaneous Tech $413,759 $344, % $131,986 $281, % Backup Center 58,288 48, % , % ACOM Expenses % % Next Generation , , % 106,591 30, % Total Technology Expenditures $609,303 $507, % $239,377 $369, % Total Expenditures $10,133,116 $8,214, % $7,613,005 $2,520, %

13 Kitsap Goals Remaining Transition Tasks and Key Initiatives A key initiative is a project with a signficant resource impact Rev Line Status Priority Goal 1 Mostly Complete T Contract "assignment" 3/31/ Mostly Complete T Lease Agreements (Gold Mtn, etc) 3/31/ Complete T Set up electronic payments to state, feds, etc 3/31/ Complete T Utilities 2/28/ Progress T User Agreements (Cities, county tribes) 2/28/ Progress T Transfer of Building, DEM facilty agreement 3/31/ Complete T DIS service agreement 3/31/ Progress T User Agreeements (KAR, BIAA) 2/28/ Complete T Authorize disposal of surplus equipment 2/28/ Complete T Terminate CENCOM ILA (eff. 1q2017) 3/31/ Complete 1 Financial Policies/Controls 3/31/ Complete 1 Domain 3/31/ On Track 1 Long Range Plan (Tech/Finance and Ops focus) 4/30/ Complete 1 CAD Upgrade (Maintenance Release) 2Q17 14A Complete 1 MCT Software Upgrade (Maintenance Release) 3Q17 15 On Track/Progress 1 Develop proposal for reducing call to en-route times 3Q17 16 Complete 1 Replace DC Battery System at Gold Mountain 3Q17 17 At Risk 1 Backup Center 3Q17 18 Complete 1 Deploy HR Software 3Q17 19 Pending/Progress 1 ESINet Cutover (State driven estimated window= Oct 17 to Aug 18) TBD 20 Complete 2 Office 365 deployment 9/30/ Complete 2 Upgrade Zetron Max Software 4Q17 22 At Risk 2 Mobile Responder Deployment 3Q17 23 Complete 2 Backup Fire Dispatching Process 3Q17 24 Complete 2 Security (Incl Cameras) 4Q17 25 On Track 2 Multi Factor Authentication 4Q Ongoing 2 Secure Funding For Bainbridge Island Tower (Winslow Area) Ongoing 27 Ongoing 2 Secure Additional Frequency Licenses Ongoing 28 On Track 3 Sharepoint (including website) 12/31/ On Track 3 Support Address Correction Efforts 12/31/ On Track 3 Update all Policies and Procedures 6/30/ On Track 3 Complete Transition to GeoSpatial Routing (State Driven) 6/30/ On Track 3 AVL Based Deployments 4Q17 33 Pending 3 Technology Monitoring 4Q17 34 Ongoing 3 Training - Continuous Improvement Process Ongoing 35 Ongoing 3 Hiring Process- Continuous Improvement Process Ongoing 36 On Track 3 Tower Site Improvements 4Q17 37 On Hold 4 Upgrade Radio Consoles TBD 38 On Track 3 Microwave System Improvements TBD 39 40