Kitsap 911 Executive Committee Meeting July 11, 2018 ~ 1:00 PM to 3:00 PM Kitsap 911 A G E N D A

Transcription

1 Kitsap 911 Executive Committee Meeting July 11, 2018 ~ 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 (May 23, 2018) (Chair) 4. Public Comment (limited to 2 minutes per speaker) (Chair) 5. Approval of Payment of Claims- Fund (Operating Fund) (Kirton) a. A/P Warrant Numbers 2030 through 2133 Total $339, b. Payroll Dated 05/18/2018, 06/01/2018, 06/15/2018, and 06/29/2018 Total: $1,144, c. Electronic Payments: Dates 02/03/2017 through 06/25/2018 Total: $4, Ratification of Executed Contracts (Kirton) a. K , Neogov, 1 year+ $13,866.84(expense) 7. Action Items a. Resolution Declaring certain property surplus (Kirton) b Budget (Kirton) 8. Discussion Items & Reports a. Board Makeup (Alternates) (Kirton) b. Financial Report (Rogers) i. Labor & Industries Reporting (Rogers) c. Staffing Report (Jameson-Owens) d. September Board of Directors Meeting (Kirton) e. July Board Meeting Agenda (Kirton) f. 4 th of July Report (Kirton) g. Goals and Tech Project Updates (Kirton) 9. Additional Agenda Items (If any) a. b. c. 10. Good of the Order 11. Adjourn

2 Kitsap 911 Executive Committee Meeting of May 23, 2018 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 Becky Erickson, Director Greg Wheeler, Kitsap 911 Attorney Ken Bagwell, Executive Director Richard Kirton, Deputy Director Maria Jameson-Owens, Finance Manager Steve Rogers, and Administrative Specialist Stephanie Browning. Absent: Director Gary Simpson, Strategic Advisory Board Chair Chief Matthew Hamner, and Strategic Advisory Board Vice Chair Chief Steve Wright 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 April 11, Motion was seconded by Director Dusty Wiley. Motion Passed. Approval of Payment of Claims-Fund 89822: Director David Ellingson moved approval of A/P 1940 through 2026 Total $442, and Payroll dated 04/19/18 (special), 04/20/18, 05/04/18, and 05/2018 Total $898, Motion was seconded by Director Dusty Wiley. Motion Passed. Ratification of Executed Contract:

3 Kitsap 911 Executive Committee Minutes of May 23, 2018 Page 2 Director David Ellingson made a motion to ratify contract K Interlocal Cooperative Purchasing Agreement with Kitsap County. Motion was seconded by Director Greg Wheeler Motion Passed. Resolution Declaring Certain Personal Property as Surplus: In the 2018 budget, it was budgeted to purchase one vehicle to replace two older vehicles. The new vehicle has arrived and now Kitsap 911 is ready to remove the vehicles and authorization to dispose. Director David Ellingson made a motion approving Resolution Declaring Certain Personal Property as Surplus. Motion was seconded by Director Greg Wheeler. Motion Passed Discussions and Reports- Annual Review of Service Agreement- One of Kitsap 911 CALEA requirements is to review the Kitsap 911 Service Agreements annually. The Strategic Advisory Committee (SAB) and Attorney Ken Bagwell have reviewed the agreements and now requesting the Executive Committee to review. The template was provided and every entity has virtually signed the same document with slight changes in a few. Director David Ellingson made a motion ratifying the Service Agreement as presented. Motion was seconded by Director Greg Wheeler. Motion Passed. Financial Report- (reports were distributed) Financial Manager Steve Rogers presented end of April 2018 Financial Reports. Trending is constant and not experiencing in fluctuation in revenue or expenditures. Revenues are slightly above projections and expenditures at below. There has been some increase variance analysis in the monthly reports. For example, there are three line items that are trending higher in communications, utilities and supplies. Supplies line item is driven by the increase in fuel consumed in January due to power outage and the other two were payments from 2017 that were not received until They are anomalous and not concerning. Staffing Report- Deputy Director Jameson-Owens reported there are six vacant dispatch floor positions. The telecommunicator job posting closed at the beginning of this week and there are 100 applicants. Of the openings, three lateral candidates have been hired. The Technical T8 position is currently being recruited. A temporary technical position was recently hired and started at the beginning of last week. This week interviews are taking place for the Technical Systems Manager. An Assistant Supervisor testing process will be taking place June 26ths to fill supervisor vacancies. 2018/2019 Goal and Tech Project Update- Executive Director Kirton introduced Brandon Wecker who is the Acting Technical Services Manager and highlighted the current project statuses. *Alerting Project-The analysis for the alerting project has finished and have narrowed down to three venders. Currently working on price quotes. *ASAP to PSAP- A quote was received and reviewed from Hexagon the Technical group is moving forward with the quote but will be very diligent with the statement of work.

4 Kitsap 911 Executive Committee Minutes of May 23, 2018 Page 3 *NG911- Bill Main who just resigned was completing these tasked for the last year and now some of the tasks are being transitioned to other employees in the department. The transition is going well but there may be a small delay in this project. *Support Address Correction Efforts- Training taking place in-house and documenting the process. *Closest Unit Fire- The SAB moved to move forward with the current map as it is and making improvements later. They asked that the Operations Chiefs make the decision on how the move will take place to closest unit dispatch. The Operations Chiefs will then make a recommendation to the SAB to approve or modify. The first meeting with the Operations Chiefs will take place next week to work on the boundary issues and response types to move forward with. There will be a phased or staged deployment. *ESNET implementation- Two Kitsap 911 Technical Team members are in Columbia County to assist with their cut over. This cut over has been reported as a success with a few timing issues they are troubleshooting. This gave them experience to prepare for Kitsap 911 cut over. The vender gave Kitsap 911 some free equipment and software upgrades because the esinet the state purchased was different then planned and additional equipment was needed for the phones. Three counties in the state use the same vendor as Kitsap 911. The overall statewide deployment may be delayed, as the cost for other county s that used a different vender is significant. *Mobile Responder Deployment- This is Kitsap 911 Mobile CAD application for Fire and Law Enforcement. There are 26 users signed up and 10 currently using it in the live environment. Currently working through any small issues but is going well. *Backup Center-Phase One is on track and the proposed terms and conditions has been received from the Silverdale Water District. These are now being put into a draft lease with execution shortly. Concurrently, the architect is developing the site plan for permitting purposes. *Customer Satisfaction Survey-Deputy Director Jameson-Owens has developed survey questions, order the mailers and the first batch of surveys should go out in June. The citizens will be able to respond via online or on paid postage card. Board Makeup- Commissioner Gelder had requested the Board Makeup be evaluated. Mr. Kirton thinks the Executive Committee should consider, as an interim step is to allow the designated Board Members to appoint a more permanent alternate. With the concurrence of the other groups in that constituency, that member could be the alternate or primary at the Executive Committee Meetings. Director Ellingson suggested that we try these alternatives for a year. Mr. Kirton will work with Ken Bagwell on a bylaw amendment draft that can be introduced at the Board Meeting. Board of Directors Meeting (06/05)- The next Board of Directors Meeting will be on June 5 th. This will be a regular meeting and Mr. Kirton asked the Committee if they would like to add to the agenda. Director Erickson would like to have information and reassurance of the IT Department and what happened. Additional Agenda Items- None

5 Kitsap 911 Executive Committee Minutes of May 23, 2018 Page 4 Good of the Order: APCO International (The professional association for 911) has announced that Kitsap 911 has won 3/5 annual awards. Brandon Wecker is the APCO International Technician of the Year, Jamie Siller is the APCO International Telecommunicator of the Year and Carmen Bower is the APCO International Trainer of the Year. All three employees will be at the next board meeting. Director Erickson said discussions need to start about getting a new desk for the north end. The call volume has increased and there are discussions of a new music venue being place on the 305 Hwy. Deputy Director Jameson-Owens has completed a radio analysis and it is on Mr. Kirton desk for review. The next step will to take this information to the Strategic Advisory Committee and fold this into the long-range plan. Adjournment 13:41 The next regular meeting of the Kitsap 911 Executive Committee is scheduled on June 13, 2018 from 13:00-15:00 at the CENCOM facility.

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19 Kitsap 911 Public Authority Resolution Declaring Certain Personal Property as Surplus to the needs of Kitsap 911 and Removing Said Property From Inventory. 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, Kitsap 911 Governing Directive 60 requires the Executive Committee to authorize the removal of surplus personal property/capital equipment from the inventory prior to disposal; and WHEREAS, the Authority has determined that the personal property/capital equipment listed in Attachment A is surplus to the needs of the Authority. NOW, THEREFORE, BE IT RESOLVED by the Kitsap 911 Executive Committee as follows: Section 1. Declaring Surplus Property. The Personal Property/Capital Equipment described in Attachment A is no longer needed or necessary for the Authority s purposes, and is declared surplus. Section 2. Authorizing Disposal. The Executive Director is authorized to dispose of said property in accordance with Governing Directive 60. Section 3. 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. 1

20 Section 4. Effective Date. This resolution shall become effective immediately upon adoption and signature as provided by law. MOVED AND PASSED at a regular meeting of the Kitsap 911 Executive Committee on July 11, 2018 of which all Directors were notified and a quorum was present. KITSAP 911 EXECUTIVE COMMITTEE OF THE BOARD OF DIRECTORS DUSTY WILEY, CHAIR ATTEST: Richard A. Kirton, Executive Director 2

21 Resolution Attachment A ASSET# SERIAL# MODEL AQPB AcuraBricks P1236ETAV AcuraMonitors P1555ETA AcuraMonitors P1555ETA AcuraMonitors AQPB AcuraBricks AQPB AcuraBricks ACUPB AcuraBricks ACUPB AcuraBricks ACUPB AcuraBricks ACUPB LB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks ACUPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks P1236ETAV AcuraMonitors P1236ETAV AcuraMonitors P1236ETAV AcuraMonitors P1236ETAV AcuraMonitors P1555ETA AcuraMonitors P1555ETA AcuraMonitors P1555ETA AcuraMonitors P1555ETA AcuraMonitors P1555ETA AcuraMonitors P1555ETA AcuraMonitors P1555ETA AcuraMonitors ACPB AcuraBricks ACPB AcuraBricks ACPB AcuraBricks ACPB AcuraBricks AQPB AcuraBricks ACPB AcuraBricks AQPB AcuraBricks ACPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks ACPB AcuraBricks ACPB AcuraBricks ACPB AcuraBricks CVPB8005 AcuraBricks ACPB AcuraBricks

22 Resolution Attachment A ACPB AcuraBricks ACPB AcuraBricks ACPB AcuraBricks ACPB AcuraBricks ACPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks ACPB LB AcuraBricks ACPB AcuraBricks ACPB AcuraBricks AQPB AcuraBricks P1236ETAV AcuraMonitors AQPB AcuraBricks AQPB AcuraBricks EKYA72653 Panasonic CF CKSA29475 Panasonic CF CKSA29496 Panasonic CF CKSA29511 Panasonic CF CKSA29412 Panasonic CF CKSA29644 Panasonic CF CKSA29514 Panasonic CF CKSA29643 Panasonic CF CKSA39648 Panasonic CF CKSA29516 Panasonic CF CKSA29516 Panasonic CF P1555ETA AcuraMonitors AQPB AcuraBricks AQPB AcuraBricks AQPB AcuraBricks P1236ETAV AcuraMonitors P1236ETAV AcuraMonitors 38879G 0CKSA29476 Panasonic CF G 0CKSA29599 Panasonic CF G 0CKSA29470 Panasonic CF G 0CKSA29572 Panasonic CF30

23 Executive Summary Kitsap 911 Board of Directors Summary: For the five months ended May 2018 (41.67% of the year elapsed), revenues are trending above and total expenditures are below projections. Revenues: As of May 2018, we have received approximately 44.22% ($5.6M) of projected revenues, exceeding our year-to-date goal of 40.75% ($4.4M) by 3.47% ($0.3M). Expected $ Actual $ Variance $ Total Revenue 4.07 M 4.42 M 0.35 M Sales Tax 1.84 M 2.02 M 0.18 M Excise Tax 1.01 M 1.08 M 0.07 M Other Revenues 1.22 M 1.32 M 0.10 M Expected % Actual % Variance % Total Revenue 40.75% 44.22% 3.47% Sales Tax 39.71% 43.54% 3.83% Excise Tax 41.65% 44.52% 2.87% Other Revenues 41.65% 45.04% 3.39% We have received approximately 43.54% ($2.0M) of the total projected sales tax revenues, exceeding our year-to-date goal of 39.71% ($1.8M) by 3.83% ($0.2M). We have received approximately 44.52% ($1.1M) of the total projected excise tax revenues, exceeding our year to date goal of the 41.65% ($1.0M) by 2.87% ($0.1M). Other revenues are also trending above projections with 45.04% ($1.3M) received of the 41.65% ($1.2M) expected. Fluctuations in MCT hardware purchases and the timing of related reimbursements can cause fluctuations in this category. For May 2018, the fluctuation was primarily driven by the receipt of the annual Jefferson County tower lease revenue. The consistent year-to-date trend of actual revenues exceeding budget is in-line with general economic conditions. Forbes noted in its 2018 Housing Outlook that in 2017 the Seattle (and surrounding) housing market experienced the most significant increases nationwide year over year, indicative of low interest rates, low unemployment and continuing economic growth and expects that growth will continue at a somewhat slower pace during the current year. We would expect favorable tax revenues while such market conditions are present. 1

24 Expenditures: As of May 2018, we have expended approximately 29.35% ($3.7M of $12.5M) of our total appropriation with a year-to-date goal of 38.53% ($4.8M). Expected $ Actual $ Variance $ Total Expenditures 4.81 M 3.66 M 1.15 M Operating Salaries & Benefits 2.87 M 2.89 M M Operating Non-Labor 0.87 M 0.68 M 0.19 M Operating Non-Labor & Debt Service 2.46 M 0.68 M 1.78 M Total Technology 1.06 M 0.10 M 0.97 M Expected % Actual % Variance % Total Expenditures 38.53% 29.35% 9.18% Operating Salaries & Benefits 38.46% 38.70% -0.24% Operating Non-Labor 43.29% 33.65% 9.64% Operating Non-Labor & Debt Service 35.46% 27.56% 7.90% Total Technology 41.66% 3.72% 37.94% We have expended approximately 37.63% ($3.6M of $9.5M) of our total operating budget (excluding debt service), which is less than our year-to-date goal of 39.49% ($3.7M). We have expended approximately 38.70% ($2.9M of $7.5M) of our total salaries and benefits budget, which was slightly higher than our year-to-date goal of 38.46%. We have expended approximately 33.65% ($0.7M of $2.46M) of the total Operating Supplies, Services, Inter-fund, and Bond budget with a goal of 43.29%. As noted in the revenue section above, fluctuations in timing and amounts of MCT purchases can cause variations in this category. Reserves: Risks: No reserves have been used year-to-date. None identified. 2

25 Description Kitsap 911 Monthly Financials for the 5 months ended 05/31/ Annual Budget Jan - May Expected 2018 Budget $ Jan - May Expected 2018 Budget % Revenues Jan - May Actual 2018 Delta to Annual Budget Delta to YTD Budget $ % $ % Sales Tax $4,633,004 $1,839, % $2,017,405 $2,615, % $177, % Telephone Excise Tax 2,426,167 1,010, % 1,080,090 1,346, % 69, % Other Revenues 2,935,130 1,222, % 1,321,910 1,613, % 99, % Total Revenues $9,994,301 $4,072, % $4,419,405 $5,574, % $346, % Expenditures Operating Labor Salaries $5,560,745 $2,138, % $2,027,269 $3,533, % ($111,479) 94.79% Payroll Taxes 526, , % 196, , % (5,556) 97.26% Benefits 1,780, , % 668,476 1,111, % (16,196) 97.63% Budgeted Attrition (393,365) (151,294) 38.46% 0 (393,365) 0.00% 151, % Total Labor $7,473,934 $2,874, % $2,892,653 $4,581, % $18, % Operating Expenditures Supplies $149,132 $59, % $71,484 $77, % $11, % Professional Services 487, , % 141, , % (9,353) 93.78% Communications 203,362 68, % 121,907 81, % 52, % Travel 42,025 8, % 11,586 30, % 3, % Advertising 3,588 1, % 755 2, % (573) 56.85% Operating Rents/Leases 211,285 69, % 43, , % (26,637) 61.89% Insurance 92,112 92, % 0 92, % (92,112) 0.00% Utilities 122,616 45, % 66,675 55, % 20, % Repairs & Maintenance 637, , % 201, , % (144,789) 58.16% Miscellaneous 62,398 28, % 18,930 43, % (9,693.00) 66.14% Total Non-Labor 2,011, , % 676,929 $1,334, % ($193,925) 77.73% Total Operating Expenditures $9,485,636 $3,745, % $3,569,582 $5,916, % ($175,862) 95.30% Debt Service LTGO Bond 2005 Refdg - Principal $351,874 $0 0.00% $0 $351, % $0 0.00% LTGO Bond 2005 Refdg - Interest 92, % 0 92, % % Total Debt Service $444,116 $0 0.00% $0 $444, % $0 0.00% Technology Expenditures Miscellaneous Tech $947,000 $394, % $20,023 $926, % ($374,497) 5.08% Backup Center 329, , % 3, , % (134,128) 2.22% Alerting 1,000, , % 0 1,000, % (416,600) 0.00% Next Generation , , % 72, , % (44,469) 61.83% Total Technology Expenditures $2,555,896 $1,064, % $95,092 $2,460, % ($969,694) 8.93% Total Expenditures $12,485,648 $4,810, % $3,664,674 $8,820, % ($1,145,556) 76.19%

26 Kitsap 911 Trend Data for the 5 months ended 05/31/2018 Expected $ Actual $ Variance $ Total Revenue 4.07 M 4.42 M 0.35 M Sales Tax 1.84 M 2.02 M 0.18 M Excise Tax 1.01 M 1.08 M 0.07 M Other Revenues 1.22 M 1.32 M 0.10 M Expected % Actual % Variance % Total Revenue 40.75% 44.22% 3.47% Sales Tax 39.71% 43.54% 3.83% Excise Tax 41.65% 44.52% 2.87% Other Revenues 41.65% 45.04% 3.39% Expected $ Actual $ Variance $ Total Expenditures 4.81 M 3.66 M 1.15 M Operating Salaries & Benefits 2.87 M 2.89 M M Operating Non-Labor 0.87 M 0.68 M 0.19 M Operating Non-Labor & Debt Service 2.46 M 0.68 M 1.78 M Total Technology 1.06 M 0.10 M 0.97 M Expected % Actual % Variance % Total Expenditures 38.53% 29.35% 9.18% Operating Salaries & Benefits 38.46% 38.70% -0.24% Operating Non-Labor 43.29% 33.65% 9.64% Operating Non-Labor & Debt Service 35.46% 27.56% 7.90% Total Technology 41.66% 3.72% 37.94%