Kitsap 911 Board of Directors Meeting September 6, 2016 (12:30 to 1:30) Norm Dicks Building

Transcription

1 Kitsap 911 Board of Directors Meeting September 6, 2016 (12:30 to 1:30) Norm Dicks Building A G E N D A 1. Call to Order (Ellingson) 2. Additions to the agenda (Ellingson) 3. Public Comment (limited to 2 minutes per speaker) (Ellingson) 4. Transition Report (Kirton) o Action Item: Adoption of Resolution : Authorizing Bank Accounts o Action Item: Adoption of Resolution : Terminating CENCOM ILA. 5. Executive Committee Report (Kirton) 6. Good of the Order (All) Note: The quarterly budget, staffing, and project reports will be presented at the September meeting. The latest reports are included in the packet and August 24 Executive Committee meeting minutes. 1:30 Adjourn (Chair) Page 1

2 Kitsap 911 Public Authority Resolution Authorizing the Authority to process payroll. 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 and WHEREAS, the Authority will begin employing staff on or around December 26, 2016, WHEREAS, it has been determined to be more efficient to have the Authority process its own payroll and any payroll related items such as benefit checks, tax payments, and W-4 statements, and WHEREAS, the Kitsap County Treasurer will continue to operate as the Authority s treasurer and has given approval for the Authority to process its own payroll, and WHEREAS, the Kitsap County Auditor has given approval for the Authority to process its own payroll. NOW, THEREFORE, BE IT RESOLVED by the Kitsap 911 Board of Directors as follows: Section 1. Authorization to Establish Bank Account. The Executive Director is authorized to establish a bank account for use specifically and solely for payroll and payroll related expenses in accordance with any requirements imposed by the Kitsap County Treasurer s office. All costs of the account will be borne by the Authority. Section 2. Authorization to Process Payroll. The Authority is authorized to process payroll effective the pay period beginning December 26 th, 2016, provided that no actual expenditures be made from the Payroll account until after January 1, Section 3. Transfers. The Kitsap County Treasurer will transfer Authority funds into this checking account when requested by the Authority. Transfers will not exceed an average of one per week. Section 3. Financial Controls. Transfers into and Expenditures from this account will be subject to financial controls as established by the Kitsap 911 Executive Committee through a separate resolution. 1

3 Section 4. 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 5. 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 Board of Directors on September 6, 2016 of which all Directors were notified and a quorum was present. KITSAP 911 BOARD OF DIRECTORS DAVID ELLINGSON, CHAIR ATTEST: Richard A. Kirton, Executive Director 2

4 Kitsap 911 Public Authority Resolution Requesting Termination of the Interlocal Agreements regarding Emergency Communications and Other Services between Kitsap County and various parties. WHEREAS, since 1991 certain governmental entities situated in Kitsap County have been a party ( Parties ) to an interlocal agreement ( ILA )establishing a joint board, known as CENCOM, providing for the joint and cooperative provision of 911 emergency communications services to citizens within the Parties respective jurisdictions; WHEREAS, since 1991, Kitsap County has served as the administrator for the CENCOM joint board, equipping, operating, staffing, and maintaining facilities necessary to provide 911 communication services, issuing Limited Tax General Obligation Bonds to finance and refinance construct, equip, acquire, and improve 911 facilities and systems in furtherance of the joint and cooperative undertaking; and WHEREAS, the Parties desire to continue to provide a county-wide operation of 911 emergency communications services by reorganizing and re-establishing Cencom as a Public Authority, changing the name of the new organization from CENCOM to Kitsap 911, transferring all CENCOM assets and liabilities to Kitsap 911, and transferring all administrative functions heretofore performed by Kitsap County to Kitsap 911, and WHEREAS, the ILA provides for termination by either party providing written notice of such to the other at least thirty (30) days prior to the specified termination date once the following conditions have been met: A) The Kitsap County Board of Commissioners enacts an ordinance and issues a charter establishing a public authority as authorized by RCW through RCW to provide a countywide enhanced 911 emergency communications system; and B) The Board of Directors of the authority established by the Kitsap County Board of Commissioners takes final action on the following: a. Accepting transfer of any and all assets and liabilities held by Kitsap County on behalf of CENCOM, b. Accepting transfer of all CENCOM personnel who are employed by Kitsap County on behalf of CENCOM on the date the public authority was established, c. Recognizing the collective bargaining representative for CENCOM employees existing on the date the public authority was established, 1

5 d. Adopting those wages, hours, and working conditions that exist for CENCOM employees on the date the public authority was established as the status quo, and e. Accepting transfer of all employment liabilities which Kitsap County has or may incur on behalf of CENCOM. 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, on May 3, 2016 the Kitsap 911 Board of Directors adopted Resolution recognizing the Kitsap County 911 Employees Guild (the Guild ), which has been the exclusive bargaining unit for represented CENCOM employees since NOW, THEREFORE, BE IT RESOLVED by the Kitsap 911 Board of Directors as follows: Section 1. Transfer of Assets and Liabilities. The Authority requests Kitsap County transfer all assets and liabilities held by Kitsap County on behalf of CENCOM effective January 1, The authority agrees to receive these assets and liabilities. Section 2. Assignment of Contracts. The Authority requests Kitsap County assign all contracts executed by Kitsap County on behalf of CENCOM to Kitsap 911 effective January 1, Section 3. Transfer of Employees and employment liabilities. The authority requests Kitsap County transfer all personnel who are employed by Kitsap County on behalf of CENCOM to Kitsap 911 effective at the conclusion of the December 12-December 25, 2016 pay period and issue final checks on December 30, 2016 in accordance with a transition agreement between the County, the Authority, and the Guild. The authority accepts all employment liabilities which Kitsap County has or may incur on behalf of CENCOM prior to the transfer of employees. Section 4. Adopting Wages, hours, and Working Conditions. Unless superseded by a Collective Bargaining agreement between the Authority and Guild, all wages, hours of work, and working conditions established through Collective Bargaining Agreement KC between the County and the Guild are hereby established as the status quo for Kitsap 911. Section 5. Executive Committee Authority. The Board of Directors delegates authority to the Executive Committee to execute agreements with Kitsap County or take any other actions necessary to implement this resolution, except those actions which are expressly reserved for the full Board of Directors in the Ordinance. Section 6. Termination of the Interlocal Agreements regarding Emergency Communications and Other Services between Kitsap County and various parties. The Board of Directors authorizes and requests the Chair of the Board of Directors and Chair of the 2

6 Board of County Commissioners provide written notice on or before November 23, 2016 to each party terminating the ILA effective at 0500 on December 26 th. Section 7. 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 8. Effective Date. Except as otherwise provided herein, 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 Board of Directors on September 6, 2016 of which all Directors were notified and a quorum was present. KITSAP 911 BOARD OF DIRECTORS DAVID ELLINGSON, CHAIR ATTEST: Richard A. Kirton, Executive Director 3

7 Kitsap 911 Transition Plan Transfer Employees at 11:59:59 PM December 25, 2016 Tranfer Assets etc effective January 1, 2017 Board Action? Status Task Due Assigned Exec C Board BOCC Complete Ordinance and Charter 5/3/2016 RK Complete Complete Complete Board Bylaws 5/3/2016 RK Complete Complete Complete Recognize Guild 5/3/2016 Complete Complete Risk Insurance - Errors and Ommissions 5/3/2016 RK Complete Purchase recruiting software tool 5/31/2016 MJ Complete Upload Ordinance and charter to website 5/31/2016 SB Complete Business License/UBI 5/31/2016 Robin Complete Fed Tax ID/EIN 6/1/2016 Robin Complete Communications Plan 6/1/2016 RK Complete Budget Adoption (Operating Budget) 7/5/2016 RK 7/5/2016 Complete Budget Adoption (Tech Budget) 7/5/2016 RK 7/5/2016 Complete* Budget- Change Chart of Accounts 7/5/2016 Robin Complete* Establish Fund with Treasurer 7/27/2016 RK/Robin 7/27/2016? Sign. Progress Retain General Counsel 7/31/2016 RK Pending Sign. Progress Terminate CENCOM ILA (eff. 12/31) 9/6/2016 RK 9/6/ /1/2016 Sign. Progress Authorize Payroll Account 9/6/2016 RK 9/6/2016 On Track Non-Represented Employment Benefits 9/15/2016 JM 10/4/2016 On Track Employee Files 9/15/2016 JM Pending Position ID/Tracking 9/15/2016 JM 10/4/2016 Sign. Progress Negotiate CBA, Authorize Benefits 9/22/2016 RK 9/28/2016 On Track User Agreements (Cities, county tribes) 9/26/2016 RK 10/4/2016 On Track Transfer Assets (eff 12/31 midnight 1/1 ) 9/26/2016 RK 10/4/ /1/2016 On Track Transfer Vehicles (eff 12/31 midnight 1/1) 9/26/2016 RK 10/4/ /1/2016 Pending Purchasing and Travel Cards 9/26/2016 RK/Robin 10/4/2016 On Track Employee Manual 9/30/2016 JM 10/4/2016 Pending Contract Review Process 9/30/2016 SB Pending Pending DEM Fiscal Services 9/30/2016 SB Sign. Progress Employment Security 9/30/2016 Robin 9/28/2016 Sign. Progress Workers Comp 9/30/2016 Robin 9/28/2016 Sign. Progress Impact Bargaining, if any 10/1/2016 County? On Track Financial Policies/Controls 10/14/2016 RK 10/26/2016 On Track Warrant Approval Process 10/14/2016 RK/Robin 10/26/2016 Pending Travel/Expense Reimbursement 10/14/2016 RK 10/4/2016 Pending DEM facilty agreement 10/15/2016 RK Pending Pending DIS service agreement 10/15/2016 Mark Pending Pending Treasurer Service Agreement 10/15/2016 Rk/Robin Pending On Track Lease Agreements 10/31/2016 RK/Mark On Track Risk Insurance- Vehicles and Property (eff 12/31) 10/31/2016 RK On Track Risk Insurance- General Liability (eff 12/26) 10/31/2016 RK Pending User Agreeements (NGO) 10/31/2016 RK Pending Est.Warrant ZBA account with Treasurer 10/31/2016 RK/Robin Pending Open Enrollment/set up Direct Deposit, etc 10/31/2016 JM/Robin Pending Update Governance Page on Website 10/31/2016 Mark Sign. Progress FCC Licenses 10/31/2016 Mark Sign. Progress Payroll System 10/31/2016 Robin Sign. Progress Time Keeing System 10/31/2016 Robin On Track Contract "assignment" 11/15/2016 SB Pending Resolution RE Transfers 11/15/2016 Pending Pending Resolution RE Investments 11/15/2016 Pending Pending Cooperative Purchasing Agreements 11/30/2016 SB Pending Pending DEM Billing Process 11/30/2016 Robin On Track W9s 12/15/2016 Robin Pending Update Pub. Disclosure process 12/15/2016 RT Pending Utilities 12/15/2016 Robin Pending Update ACCESS, ORI, etc with State Patrol 12/16/2016 MJ Pending Medical and Drug Testing 12/16/2016 JM On Track Update all Policies and Procedures 12/26/2016 GH Sign. Progress Social Security 12/26/2016 JM 7/5/2016 Sign. Progress PERS 12/26/2016 JM 7/5/2016 Pending Replace Kitsap County, logo, etc with Kitsap /31/2016 MJ Pending Vehicle Titles/Registrations 1/10/2017 SB Pending Pending Authorize disposal of surpluss equipment 1/10/2017 RK 1/10/2017 Pending Sharepoint 2/1/2017 Mark Pending Domain (kitsap911.org) 2/28/2017 Mark Pending= Not Started, On Track=In progress, no risks identified Sign. Progress= in progress, significant progress to report At Risk= risks identified

8 CENCOM 2016 Goals (rev. 9/1/16) Goal Est. Compl. Status Governance 1. Update Interlocal Agreement/Create PDA 6/30/16 Complete Fiscal 2. Update equipment replacement funding plan 12/31/17 Pending 3. Deploy Financial Software 6/30/2016 On Track Technical Projects 4. Secure funding for Bainbridge Island tower (Winslow area) 3Q2015 On Hold 5. Complete PTT-ID implementation 12/31/15 At Risk/SP 6. Complete CAD/Mobile Software Upgrade (including MCT hardware deployment) 1Q2017 SP 7. Backup Center 4Q2016 On Track 8. Upgrade radio consoles 4Q2016 On Track 9. Deploy GIS Based MSAG 6/30/2018 On Track 10. Tower Site Improvements (phase 2) Pending 11. Two Factor Authentication 4Q2017 On Track 12. Change to Kitsap911.org 1Q2017 On Track 13. Deploy Windows update server 4Q2016 Pending 14. Deploy Proxy Server 4Q2016 Pending 15. Secure additional frequency licenses Ongoing On Track 16. Prepare Preliminary cost estimate for digital paging system 9/30/16 On Track Operations 17. Finish Reorg (partially completed 5/28/15, remainder on hold) 4Q2016 Pending 18. Streamline Hiring Process 12/31/16 On track 19. Update Training Process, explore partnerships 12/31/16 On Track CALEA 20. Complete Onsite 4/30/16 Complete 21. Complete Commission Review process 12/31/16 Complete 22. Convert to Electronic Accreditation Process 12/31/16 Complete+ Pending= project has not started, no risks identified. On Track= project has started, no risks identified. On Track/SP= Significant Progress/Ahead of Schedule/Under Budget. Slight Risk- risk factor that may impact completion date or budget. At Risk- significant or multiple risk factors likely to impact completion date or budget. Pending= project has not been started. Complete= Completed On time/within budget. + Early and/or under budget. L= late O=Over budget

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