sacramento regional fire/ems communications center€¦ · maurice johnson, chairperson assistant...

* INDICATES NO ATTACHMENT

Sacramento Regional Fire/EMS Communications Center 10230 Systems Parkway, Sacramento, CA 95827-3007

(916) 228-3070 – Fax (916) 228-3079

9:00 a.m.

Wednesday, May 30, 2018 SPECIAL MEETING OF THE GOVERNING BOARD OF SRPSCC

10545 Armstrong Ave – Rooms #384-385 Mather, CA 95655-4102

Call to Order Chairperson

Roll Call Member Agencies Secretary

Primary Board Members Maurice Johnson, Chairperson Assistant Chief, Sacramento Metropolitan Fire District Chris Costamagna, Vice Chairperson Deputy Chief, Sacramento Fire Department Chad Wilson, Board Member Division Chief, Folsom Fire Department

Mike McLaughlin, Board Member Fire Chief, Cosumnes Fire Department

Pledge of Allegiance

AGENDA UPDATE: An opportunity for Board members to (1) reorder the agenda; and (2) remove agenda items that are not ready for presentation and/or action at the present Board meeting.

PUBLIC COMMENT: An opportunity for members of the public to address the Governing Board on items listed on the Agenda. Duration of comment is limited to three minutes.

CONSENT AGENDA: Matters of routine approval including, but not limited to, Board meeting synopsis, payroll reports, referral of issues to committee, other consent matters. Consent Agenda is acted upon as one unit unless a Board member requests separate discussion and/or action.

1. Board Meeting Synopsis (April 25, 2018) Page 2. Budget to Actual (April) – link to budget to actual, revenues & overtime reports Page 3. Revenues (April) Page 4. Overtime Report (April) Page

PROPOSED ACTION: Motion to Approve Consent Agenda

PRESENTATION:

COMMITTEE REPORTS:

1. Finance Committee (May 8, 2018) Page 2. Personnel Committee (May 8, 2018) Page

ACTION ITEMS:

a. Old Business: Items from previous Board Meeting(s) that have not been resolved and require attention.

None

b. New Business:

4-9 10 11 12

13-15 16-18

1

*INDICATES NO ATTACHMENT

1. Approval/Recognition of Personnel Authorization Document . Resolution #1-18, Adopt Preliminary Budget, FY 2018/2019 Page 3. Staff Report Regarding Resolution #2-18, Designation of

Prosecuting Authority Page 4. Resolution #2-18, Appointing General Counsel as Prosecuting Authority Page

PRESENTATION/DISCUSSION/POSSIBLE ACTION:

1. Update on Chief Executive Director Selection Process*2. “Text-to-9-1-1”*

INFORMATION:

1. Communications Center Statistics Page 2. Help Desk Statistics Page 3. Strategic Planning Update*

CENTER REPORTS:

1. Chief Executive Director*2. Communications Manager*3. Medical Director*

CORRESPONDENCE:

COUNSEL’S REPORT:

BOARD MEMBER COMMENTS:

ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA:

CLOSED SESSION: Included on agenda as needed.

1. CONFERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section 54957.6

District Negotiator(s) Counsel, Robert Kingsley Joe Thuesen, Interim Chief Executive Director

Employee Organization(s) Teamsters Local 856 Teamsters Local 150

2. PERSONNEL ISSUES*Pursuant to California Government Code Section 54957 The Board will meet in closed session:

a. Employee Performance and Evaluation: Interim Chief Executive Director

b. Discuss potential terms (non-compensation) for inclusion in Employment Contracts for:

Chief Executive Director Communications Manager

3. CONFERENCE WITH LEGAL COUNSEL: Anticipated Litigation*a. Pursuant to California Government Code Section 54956.9(b)

19 20-23

24 25

26-33 34

2

*INDICATES NO ATTACHMENT

The Board will meet in closed session to discuss significant exposure to litigation. Two (2) potential cases b. Pursuant to California Government Code Section 54956.9(c) The Board will meet in closed session to discuss the initiation of litigation One (1) potential case

ADJOURNMENT: The next scheduled Board Meeting is June 26, 2018. Location: Sacramento Metropolitan Fire District, 10545 Armstrong Ave, Mather, CA 95655-4102 Time: 9:00 a.m. Distribution: Board Members, Alternates and Chiefs Posted at: Administration Office

DISABILITY INFORMATION: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Chief Executive’s Office at (916) 228-3070. Notification at least 48 hours prior to the meeting will enable the Center to make reasonable arrangements to ensure accessibility to this meeting. POSTING: This is to certify that on May 25, 2018, I posted a copy of the agenda:

-at 10545 Armstrong Ave – Rooms #384-385 Mather, CA 95655-4102 -at 10230 Systems Parkway, Sacramento, CA 95827 -on the Center’s website which is: www.srfecc.ca.gov Clerk of the Board

3

April 25, 2018 Minutes

SPECIAL GOVERNING BOARD MEETING

April 25, 2018

GOVERNING BOARD MEMBERS Deputy Chief Chris Costamagna Sacramento Fire Department Assistant Chief Maurice Johnson Sacramento Metropolitan Fire District Deputy Chief Paul Zehnder Cosumnes Community Services District Division Chief Chad Wilson City of Folsom Fire Department GOVERNING BOARD MEMBERS ABSENT COMMUNICATIONS CENTER MANAGEMENT Joe Thuesen Interim Chief Executive Director OTHERS IN ATTENDANCE Lindsey Moore Counsel, SRFECC Kevin Mackey Medical Director, SRFECC Steve Jordan Sacramento Metropolitan Fire District Cierra Lewandowski Accounting Specialist, SRFECC Marissa Shmatovich Office Assistant, SRFECC (CTC) Chia Vargo Accounting Specialist, SRFECC Cindy Chao Financial Analyst, SRFECC Theresa Miller Local 856 Representative

1. The meeting was called to order and roll call taken at 9:06 a.m.

2. The Pledge of Allegiance was recited.

3. There were no agenda update updates.

4. PUBLIC COMMENT None 5. CONSENT AGENDA: Matters of routine approval including, but not limited to, Board meeting synopsis, payroll reports, referral of

issues to committee, other consent matters. Consent Agenda is acted upon as one unit unless a Board member requests separate discussion and/or action.

A motion was made by Division Chief Wilson and seconded by Deputy Chief Zehnder to approve the consent agenda and Board Meeting minutes, March 27, 2018.

AYES: Sacramento Fire Department, Sacramento Metro, Cosumnes

Community Services District, Folsom NOES: ABSENT: ABSTAIN:

Motion carried.

6. PRESENTATION: None 7. COMMITTEE REPORTS:

4


A. Finance Committee The Finance Committee met on April 10, 2018 and discussed the Preliminary Budget, FY

2018/2019. ICED Thuesen provided a copy of the draft Preliminary Budget FY 2018/2019 for the

Committee to review. The Committee discussed the creation of a strategic plan. Iced Theusen addressed the need for additional Center vehicles. The Committee

recommended selling our current 12-passenger van, which is seldom used, and purchasing a hybrid sedan as well as a four-door pick-up truck.

The Committee also received an update in Closed Session regarding labor negotiations. B. Personnel Committee

The Personnel Committee met on April 10, 2018, and discussed Policies and Procedures and provided some direction as to how to proceed to update them. The Committee discussed the Strategic Planning Document and gave direction to ICED Thuesen regarding the creation of this document.

In Closed Session the Personnel Committee discussed the ICED performance and

evaluation, received updates on labor negotiations and two cases of potential litigation. No action was taken.

8. ACTION ITEMS: a. Old Business: Items from previous Board Meeting(s) that have not been resolved and require attention.

None

b. New Business: 1. Approve/Ratify Employment Contract for Executive Assistant to the Chief Executive

Director The contract had been discussed in the Personnel Committee Meeting. The contract

should state the known salary rather than a salary range; all other portions of the contract will remain unchanged. No change will be made at the present time in the language regarding uniform allowance for the Executive Assistant to the Chief Executive Director.

A motion was made by Division Chief Wilson and seconded by Deputy Chief Zehnder

to ratify the employment contract incorporating the aforementioned change in the salary statement.

AYES: Sacramento Fire Department, Sacramento Metro, Cosumnes

Community Services District, Folsom NOES: ABSENT: ABSTAIN:

5


Motion carried.

9. PRESENTATION/DISCUSSION/POSSIBLE ACTION: 1. Discussion Regarding the Future of the Conference and Training Center

ICED Thuesen asked the Board about the future of the Conference and Training Center. SRFECC currently has a lease with Metro Fire through 2020, but it is imperative to be proactive in our strategic planning. Metro Fire is interested in selling the facility and surrounding property at the end of our lease. A Metro Fire representative, Chief Shannon, had suggested to ICED Thuesen that we might be able to share the utilization of the facility prior to the end of our 2020 lease. Currently we are using the facility as our disaster recovery site, as well as for in-house and member agency training and renting out meeting room space to outside agencies. Assistant Chief Johnson asked if leasing out meeting space to outside agencies fit into our mission statement. The long term solution is purchasing/building a new Communications Center which is still several years out. Achieving this goal will be addressed as we develop our strategic plan.

10. INFORMATION: 1. Communications Center Statistics The statistics were contained in the Board packet. 2. Help Desk Statistics The statistics were contained in the Board packet. 3. Strategic Planning Update The Strategic Plan was discussed in both the Personnel and Finance Committee Meetings.

ICED Thuesen is working with Assistant Chief Johnson to secure a consultant to help with the facilitation of the Strategic Plan

11. CENTER REPORTS A. Chief Executive Director Report and Communications Manager Report 1. Thank you to the Board for your participation in Dispatcher Week and your continued

support of the Center. 2. We continue to work with West Net to keep the project moving forward. Our Project

Manager, Diane House, is doing a great job orchestrating the interaction between West Net and the Center.

3. Labor negotiations are on-going and meeting dates have been set. 4. The sub-tower in our parking lot has been completed, but it has not yet been turned on. 5. The NBS contract is nearing completion and we will have some final numbers by the

end of the week. 6. We are still working on our Policies and Procedures.

6


7. We have received a request from SCEMSA regarding our policy for retention of HIPPA

records. Our existing policy is two years and one day. SCEMSA is requesting the policy be changed to six years.

C. Medical Director

1. Dr. Mackey said he would like to establish specific times when he is physically present at every district and department. This will assist with EMS planning.

2. The newsletter is being worked on and should be released within a few days. Dr.

Mackey is also hoping to create an archive file on the website. 3. Dr. Mackey is working on the cardiac arrest feedback project with the City and he is

talking with Metro to implement this project as well. Dr. Mackey said he is teaching the technique of slowing down compressions. He is hoping to provide feedback to the field in real time. He will provide training to field personnel a few at a time, receiving feedback and “tweeking” the training as indicated.

4. Dr. Mackey is working with Supervisor Todd on developing a project with Cosumnes. We will be working with our EMS Chiefs on Thursday reviewing the Pro Q.A. “cards”

and reporting back at the next Board Meeting. ICED Thuesen and Interim Communications Manager Soares and Administrative Supervisor Todd are part of the team working on the progression of integrated health care.

Assistant Chief Johnson asked about a timeline about the implementation of Pro Q.A.

at the Center. ICED Thuesen responded that he will have a better idea of a timeline after the meeting on Thursday, but Pro Q.A. is only a portion of the evolution of public safety dispatching.

12. CORRESPONDENCE

1. Letter From Scott Jones, Sheriff, Sacramento County, Regarding the Termination of

RDLAP/RNC System Support The letter was contained in the Board packet. We have had some discussion with the Sheriff regarding this correspondence. It is our

hope they will continue with support beyond July 1st. We will follow up to determine exactly what termination of support means – will power be shut off; will equipment need to be removed, etc.?

In addition we have begun conversations with Northrup Grumman to ascertain a

potential alternative to the RDLAP/RNC system. 2. Letter From William R. Hack, Fire Chief, Cities of Rocklin and Lincoln Cooperative Fire

Services to Chairperson Maurice Johnson Formally Requesting a Feasibility Study for Dispatch Services

The letter was contained in the Board packet. Chief Hack has visited our Center and he is now interested in engaging our dispatch

services. The timing of his request is very good in that we are near completion of our cost analysis study.

7


ICED Thuesen will reach out to Chief Hack and let him know where we are in terms of

moving forward with his request for a feasibility study. 13. COUNSEL REPORT

None 14. BOARD MEMBER COMMENTS Deputy Chief Zehnder said he was fortunate to attend the ceremony of recognition for the

Dispatch Center (signing Resolution #99) by the senate. Deputy Chief Costamagna, Deputy Chief Bair, ICED Thuesen, Interim Communications Manager Soares, Dispatcher Smelser were also in attendance.

Deputy Chief Costamagna thanked the Center for being invited to the Senate Chamber to

witness the signing of Resolution #99 and to the Dispatcher Banquet. He also expressed his appreciation to Joseph Thuesen for attending and participating in Cap-

to-Cap. Assistant Chief Johnson expressed his admiration to Joseph Thuesen for representing the

Center in such a professional way and actively participating in Cap-to-Cap in such a strong leadership role – well done.

15. ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA: 16. CLOSED SESSION

1. CONERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section 54957.6

District Negotiator(s) Counsel, Robert Kingsley Joe Thuesen, Chief Executive Director Employee Organization(s) Teamsters Local 856 Teamsters Local 150 2. PERSONNEL ISSUSES* Pursuant to California Government Code Section 54957 Employee Performance and Evaluation: Interim Chief Executive Director 3. CONFERENCE WITH LEGAL COUNSEL: Anticipated Litigation* a. Pursuant to California Government Code Section 54956.9(b) The Board will meet in closed session to discuss significant exposure to litigation. One (1) potential case b. Pursuant to California Government Code Section 54956.9(c) The Board will meet in closed session to discuss the initiation of litigation in one (1) potential case Closed session was convened at 10:02 a.m.

Open session was reconvened at 1:12 p.m.

The Board received updates on labor negotiations and general direction was given. The Board discussed employee evaluation of Chief Executive Director; no action was taken.

The Board received an update on one potential case of anticipated litigation. Direction was given; no action was taken.

8


17. The meeting of the Governing Board was adjourned at 1:13 p.m. until the next Meeting of the

Governing Board scheduled for 9:00 a.m., May 22, 2018, at Metro Headquarters, 10545 Armstrong Ave – Rooms #320, Mather, CA 95655-4102.

Respectfully submitted,

Janice Parker Clerk of the Board _____________________________ ______________________________ Maurice Johnson, Chairperson Chris Costamagna, Vice Chairperson

9

Sacramento Regional Fire/EMS Communications CenterFiscal Year 2017‐2018Monthly Budget to Actual ReportAs of April 30, 2018

Expenses FY 17/18

Budget

YTD Expenses

04/30/18

% of YTD

Expenses

$ Under / (Over)

Budget

% Under/

(Over) Budget

Salaries and Benefits 7,048,208 5,586,899 81.16% 1,461,309 21%

Materials and Supplies 56,300 42,910 0.62% 13,390 24%

Professional Services 192,270 126,030 1.83% 66,240 34%

Communications Equipment and Services 690,609 685,685 9.96% 4,924 1%

Computer Services and Supplies 142,262 123,333 1.79% 18,929 13%

Facilities and Maintenance 190,348 108,929 1.58% 81,419 43%

Screening, Hiring, Training and Maintaining Staffing 85,160 171,409 2.49% (86,249) ‐101%

Other Expenses 17,100 29,240 0.42% (12,140) ‐71%

Capital Outlay 354,000 9,600 0.14% 344,400 97%

Total 8,776,257 6,884,033 100% 1,892,224

6/30/2016

8/31/2015

Budget to Actual ‐ FY 17‐18

As of April 30, 2018

Other

Computer Services and

Equipment 0.56%

Salaries and Benefits81.16%

Materials and Supplies0.62%

Professional Services1.83%

Communications Equipment and Services9.96%

Computer Services and Supplies1.79%

Facilities and Maintenance 1.58%

Screening, Hiring, Training and

Maintaining Staffing2.49%

Other Expenses0.42%

FY 17‐18 ExpensesFor Month Ending April 30, 2018

10

Sacramento Regional Fire/EMS Communications Center

Fiscal Year 2017‐2018

Monthly Revenues Report


FY 17/18

Preliminary

Budget

Revenue

Received as of

04/30/18

Budget RemainingMember Contribution 8,003,132 8,003,132 OES Deployment 50,000 ‐ Metro E Reimbursement 20,000 Note 1

Reimb. Revene ‐ Backbone 86,125 ‐ Reimb. Revenue ‐ SETNA Training 3,000 ‐ Communications Services

Other:Interest Income 6,000 6,269 Board Ups 24,000 19,650 CalCard Incentives 3,000 4,508 Admin‐Fee Backbone 800 ‐ CTC Conference Room Rental 11,500 14,190 CTC Command Catering 13,000 30,811 Miscellaneous 1,700 650

Reserve Capital Improvements 554,000 554,000

Total 8,776,257 8,633,210

*Numbers based on revenues received rather than revenues earned

Note 1 Metro E Reimbursement is recorded as an offset to expense rather than as revenue

Revenues ‐ FY 17/18As of April 30, 2018

Member Contribution92.70%

Board Ups0.23%

CTC ConferenceRoom Rental

0.16%

CTC CommandCatering0.36%

Reserves Capital Improvements

6.42%

Other0.88%

FY 17‐18 RevenuesFor Month Ending April 30, 2018

11


Fiscal Year 2017‐2018

Monthly Overtime Report


July August September October November December January February March April May June

FY 15‐16 62.25 287.25 406 348.5

FY 16‐17 329.25 1264.75 262.25 386.25 184

FY 17‐18 235.75 594.25 498 762.25 490.25 935.25 492

‐100

100

300

500

700

900

1100

1300

FY 17‐18 OT Hours resulting from OES DeploymentAs of April 30, 2018

Please note that OT due to OES deployment is included in Admin and Communications Staff OT numbers


FY 14‐15 57.5 53.5 73.25 124 126.25 123.75 64 145.5 114.25 96.25 114.75 190

FY 15‐16 120.75 509.75 335.08 336.25 106 53.5 131.75 130.15 160.75 133 129 55.25

FY 16‐17 215.75 960.5 267.75 376.5 29 138.25 260.5 115 106 81 244.5 139

FY 17‐18 143.5 132.5 147.75 111.75 59.25 103.5 96.5 29 74.25 79.25

0

100

200

300

400

500

600

700

800

900

1000

FY 17‐18 Comparative OT Report Admin Staff



FY 14‐15 56.75 169.75 68.75 326.25 243 299.2 83 123.5 130.5 213.25 78.5 231

FY 15‐16 238.25 366.5 318.75 241.5 225.76 92.5 206.50 117 206.5 172.5 255 213.75

FY 16‐17 497.75 594.25 463.75 477 279 272.5 128.00 340.25 249.25 252.25 281 421.75

FY 17‐18 383 367.5 440 316.5 356.75 344.5 230 245.25 344.75 472

0

100

200

300

400

500

600

FY 17‐18 Comparative OT Report Communications StaffAs of April 30, 2018

12

FINANCE COMMITTEE MEETING May 8, 2018

COMMITTEE MEMBERS: Chad Wilson Folsom Fire Department Chris Costamagna Sacramento Fire Department

COMMUNICATIONS CENTER MANAGEMENT Joe Thuesen Interim Chief Executive Director Kylee Soares Interim Communications Manager OTHERS IN ATTENDANCE Lindsey Moore Counsel, SRFECC Cindy Chao Financial Analyst, SRFECC Janice Parker Administrative Analyst, SRFECC 1. The meeting was called to order at 10:45 a.m.

2. Chairperson Wilson requested that item #3 in Open Session – NBS – Conference Call Regarding Cost Analysis Study be taken out of order.

3. There was no public comment. OPEN SESSION:

1. Discussion of Preliminary Budget FY 2018/2019 The Committee received a copy of the Preliminary Budget FY 2018/2019 to review.

ICED Thuesen told the Committee this budget has incorporated assessments that had been addressed separately in the previous budget, such as: 1) Medical Director costs; 2) Pulse Point; 3) Westnet support; 4) Metro E reimbursement. This budget also includes the PERS change in discount rate and a potential increase in personnel of four full time dispatchers and two part time per diem dispatchers and potential salary increases due to negotiations, which caused the budget appear to have increased by $1,087,899. The Committee reviewed the Preliminary Budget and discussed the various line items that reflected a change over the previous fiscal year budget: Computer Equipment; Consulting Services; Medical Control; CAD Maintenance and Recruitment and Retention. The Committee members wanted to clarify the changes in order to be able to provide detailed information and justification to their Boards during their budget preparations. Deputy Chief Costamagna will research and provide information regarding potential training reimbursement through JACS. The PAD (Positional Authorization Document) which includes an additional four full time recruit dispatchers and two part time per diem dispatchers will be brought before the full Board for approval. The Preliminary Budget FY 2018/2019 will be brought before the full Board for approval.

2. Discussion of Strategic Plan

ICED Thuesen is working with Assistant Chief Johnson to select a facilitator to help orchestrate the creation of our Strategic Plan. They are reviewing several potential candidates, but to date no one has been selected.

3. NBS – Conference Call Regarding Cost Analysis Study (10:30 a.m.) – moved to Item #1 13

A Power Point version of the draft Cost Analysis Study was provided to the Committee.

NBS created a draft cost sharing comparison and analysis by surveying ten other agencies to ascertain how these agencies pass along costs to organizations requesting dispatch services. SRFECC will use this information to assist us with determining a methodology to establish costs for agencies requesting dispatch services from us. NBS listed the agencies surveyed, the type of services provided to their member agencies, as well as any contracted agencies for whom they provide services. Also included was the personnel ratio versus call volume/incidents per each agency. Incident volume and Operating Budgets were included for each agency. The majority of agencies determined a cost sharing based on number of incidents dispatched (cost per call). Verdugo used a more complicated formula: property value (a weighted percentage) x population served (a weighted percentage) x the number of calls (larger weighted percentage). Redcom uses call volume, but averaged over a five year time period and includes an annual base fee. Another agency also required a “buy in” fee in addition to cost per call. Deputy Chief Costamagna was in favor of including a “buy in” fee to help defray any additional costs associated with on-boarding a new agency. Further discussion regarding this draft report will occur at the full Board level.

CLOSED SESSION:

1. PERSONNEL ISSUES* Pursuant to California Government Code Section 54957

Action/Discussion to Appoint, Employ, Dismiss, Accept the Resignation of or Otherwise Affect the Employment Status of a Public Employee (1 case) Employee Performance and Evaluation: Chief Executive Director




3. CONFERENCE WITH LEGAL COUNSEL: Anticipated Litigation* Pursuant to California Government Code Section 54956.9(b) The Board will meet in closed session to discuss significant exposure to litigation. Two (2) potential cases

Closed session was convened at 11:30 a.m.

Open session was re-convened at 11:48 a.m.

The Committee discussed the evaluation of the Interim Chief Executive Director and no action was taken. The Committee received and update regarding labor negotiations and no action was taken. The Committee received an update on potential litigation and no action was taken.

ADJOURNMENT:

The meeting was adjourned at 11:50 a.m. until the next regularly scheduled Finance Committee Meeting - Tuesday, June 12, 2018 at 10:30 a.m. 14

Respectfully submitted,

Clerk of the Board __________________________ ____________________________ Chad Wilson, Chairperson Chris Costamagna, Vice Chairperson

15


PERSONNEL COMMITTEE MEETING May 8, 2018

COMMITTEE MEMBERS Deputy Chief Paul Zehnder Cosumnes Community Services District Assistant Chief Maurice Johnson Sacramento Metropolitan Fire District COMMUNICATIONS CENTER MANAGEMENT Joe Thuesen Interim Chief Executive Director Kylee Soares Interim Communications Manager OTHERS IN ATTENDANCE Lindsey Moore Counsel, SRFECC Cindy Chao Financial Analyst, SRFECC Janice Parker Administrative Analyst, SRFECC

1. The meeting was called to order and roll call was taken at 9:05 a.m.

2. Chairperson Paul Zehnder asked to move Closed Session Items out of order due to a conference call at 10:00 a.m. with NBS. Closed Session was convened immediately following a request for agenda update.

3. There was no public comment.

OPEN SESSION:

1. Discussion of Policies and Procedures

We have no revised or new policies and procedures to bring before the committee. However, we continue to work on them.

2. Discussion of Strategic Plan

ICED Thuesen and Assistant Chief Johnson are working to secure a facilitator. Several candidates are being reviewed, but to date no one has been selected.

3. Discussion of Preliminary Budget FY 2018/2019 A copy of the draft Preliminary Budget FY 2018/2019 was passed out for review. This FY 2018/2019 Preliminary

Budget has incorporated assessments that had been handled separately in the previous budget, such as 1) Medical Director costs, 2) PulsePoint, 3) Westnet support, 4) Metro E reimbursement; as well as PERS change in discount rate and a potential increase in personnel of four dispatchers. Because these items are being incorporated rather than being assessed separately the budget appears to have increased by $1,087,899.

The Committee reviewed the Preliminary Budget and discussed the various line items that reflected a change over

the previous fiscal year budget: Computer equipment, consulting services, medical control, CAD maintenance and recruitment and retention. The Committee members wanted clarification of the changes in order to be able to provide detailed information and justification to their Boards during their budget preparations.

Assistant Chief Johnson said he would like to see a three to five year budget “trend” as well as “budget to actuals”

for at least the last year, and preferably for the past three to five years. He requested a budget workshop for the full Board where we would be able to discuss budget items line by line.

The Committee also reviewed a revised PAD (position authorization document) which included the addition of four

full time recruit dispatchers and two part-time, per diem dispatchers. The Preliminary Budget FY 2018/2019 and the PAD will be brought before the full Board for approval.

4. NBS – Conference Call Regarding Cost Analysis Study – Nicole Kissim

16


A Power Point version of the draft Cost Analysis Study was provided to the Committee. NBS had been asked to do cost sharing comparisons and analysis with other agencies and review how these

agencies pass along these costs to other organizations requesting dispatch services. SRFECC will use this information to assist with determining a methodology to establish costs for agencies requesting dispatch services from us.

The NBS study listed agencies surveyed, the type of services provided to their member agencies, as well any

contracted agencies for whom they provide services. Also included was the personnel ratio versus call volume/incidents per each agency. Incident volume and the Operating Budgets were included for each agency. The majority of agencies determined a cost sharing based on number of incidents dispatched (cost per call). Verdugo used a more complicated formula: property value (a weighted percentage) x population served (a weighted percentage) x the number of calls (larger weighted percentage). Redcom uses call volume, but averaged over a five year time period and includes an annual base fee. One agency also required a “buy in” fee in addition to cost per call.

The next step for NBS would be to use this information to make recommendations to SRFECC to determine cost

per call based on “best practices”. The Committee asked how a “buy in” fee would be determined and NBS responded they would have to do additional research to establish an appropriate fee. Would a “buy in” fee entitle the new agency to become a voting member – this is a conversation that should be addressed by the full Board.

CLOSED SESSION: Addressed out of agenda order

1. PERSONNEL ISSUES* Pursuant to California Government Code Section 54957 Action/Discussion to Appoint, Employ, Dismiss, Accept the Resignation of or Otherwise Affect the Employment Status of a Public Employee (1 case) Employee Performance and Evaluation: Chief Executive Director




3. CONFERENCE WITH LEGAL COUNSEL: Anticipated Litigation* Pursuant to California Government Code Section 54956.9(b) The Board will meet in closed session to discuss significant exposure to litigation. Two (2) potential cases

Closed session was convened at 9:05 a.m.

Open session was reconvened at 9:48 a.m.

The Committee discussed the performance evaluation of the Interim Chief Executive Director and no action was taken.

The Committee received an update regarding labor negotiations. Direction was given, but no action was taken.

The Committee received an update regarding potential anticipated litigation, but no action was taken.

The date listed for the June 10, 2018, Personnel Meeting was incorrect and was corrected to reflect June 12, 2018. 5. ADJOURNMENT:

The meeting was adjourned at 10:41 a.m. until the next regularly scheduled meeting of the Personnel Committee – June 12, 2018 at 9:00 a.m.

17


Respectfully submitted, Janice Parker Clerk of the Board ___________________________ _____________________________ Mike McLaughlin, Chairperson Maurice Johnson, Vice Chairperson

18

May 30, 2018


10230 Systems Parkway, Sacramento, CA 95827-3006 (916) 228-3058 - Fax (916) 228-3079

Resolution #1-18

Resolution to Adopt Preliminary Budget FY 2018/2019

A Resolution Summarizing Expenditures and Revenues and Adopting a Preliminary Budget for Sacramento Regional Fire/EMS Communications Center, for the Calendar

Year Beginning on the First Day of July, 2018, and Ending on the Last Day of June, 2019

WHEREAS, the Governing Board of the Sacramento Regional Public Safety Communications Center (doing business as the Sacramento Regional Fire/EMS Communications Center) previously authorized and directed the Chief Executive Director to prepare and submit a proposed preliminary budget to the Board for fiscal year 2018/2019 (“Preliminary Budget FY 2018/2019”); and

WHEREAS, the Chief Executive Director has prepared the Preliminary Budget FY 2018/2019, which is Attachment A to this Resolution; and

WHEREAS, the Preliminary Budget FY 2018/2019 includes the budget recommendations of the Chief Executive Director; and

WHEREAS, whenever an increase has been made to the expenditures in the Preliminary Budget FY 2018/2019, like increases were either added to the revenues or have been planned to be expended from reserves/fund balances in the Preliminary Budget FY 2018/2019 so the Center’s budget remains balanced, as required by law.

NOW, THEREFORE, BE IT RESOLVED THAT: The Governing Board of the Center has reviewed and adopts the Preliminary Budget, FY 2018/2019 set forth in Attachment A.

Passed and adopted by the Governing Board of Center this 30th day of May, 2018 by the following vote:

AYES:

NOES: ABSTAIN: ABSENT:

BY: ATTEST:

______________________ _______________________ Maurice Johnson, Chairperson Chris Costamagna, Vice Chairperson

20

Sacramento Regional Fire / EMS Communications Center FY 18-19 Preliminary Budget

GL Account #

Revenues FY 18-19 Budget FY 17-18 Budget Diff

4010-0 Member Assessments 9,091,031 8,003,132 1,087,899

4014-0 OES Deployment 100,000 50,000 50,000

MetroE Reimbursement 20,000 (20,000)

Reimbursement Revenue Backbone 69,890 69,890 -

SETNA Training 3,000 3,000 -

Interest Income 8,000 6,000 2,000

Board Ups 24,000 24,000 -

Credit Card Incentives 4,500 3,000 1,500

Admin Fee- Backbone 450 800 (350)

CTC Room Rental 11,500 11,500 -

CTC Catering 13,000 13,000 -

Misc Other Income 1,700 1,700 -

Reserves- Capital Improvements - 554,000 (554,000)

Total Revenues 9,327,071 8,760,022 567,049

GL Account #

Expenses FY 18-19 Budget FY 17-18 Budget Diff

5010-0 Base Salaries and Wages 4,311,547 4,210,055 101,492

5020-0 Overtime 180,000 105,000 75,000

5030-0 Overtime - FLSA 112,532 112,482 50

5040-0 Uniform Allowance 24,400 23,300 1,100

5050-0 Night/Admin Shift Differential 65,156 64,942 214

5220-0 Training Pay 20,000 20,000 0

5055-0 Out-of-Class Pay 15,000 15,000 0

5060-0 Longevity 27,500 25,450 2,050

5065-0 On-Call Pay 73,000 73,000 0

5140-0 Holiday Pay 159,540 154,461 5,079

5310-0 Workers Compensation Insurance 60,000 85,000 (25,000)

5410-0 FED ER Tax - Medicare 68,254 68,254 0

5413-0 FED ER Tax - Social Security 5,250 5,250 0

5415-0 Fed ER Tax- Other - - 0

5420-0 State ER Tax - ETT 2,100 2,100 0

5423-0 State ER Tax - UI 21,000 21,001 (1)

5510-0 Medical Insurance 916,393 867,816 48,577

5520-0 Dental Insurance 58,510 63,985 (5,475)

5530-0 Vision Insurance 5,649 6,294 (645)

5610-0 Retirement Benefit Expense 1,029,113 948,094 81,018

5620-0 OPEB Benefit Expense 270,455 168,115 102,340

5690-0 Other Salary and Benefit Expense 9,000 8,610 390

Total Employee-Related Expenses 7,434,398 7,048,208 386,190 6110-1 Legal Services 180,000 180,000 0

6115-1 Accounting and Audit Services 16,000 - 16,000

6120-1 Actuary Services 2,000 1,700 300

6125-1 Consulting Services 75,000 - 75,000

6140-1 Technological Services 10,570 10,570 0

6190-1 Other Professional Services - 0

Total Professional Services 283,570 192,270 91,300 6010-1 Office Supplies 13,000 13,000 0

6013-1 Office Supplies - Ink Cartridges 8,200 6,000 2,200

6015-1 Equipment Rental 7,200 4,800 2,400

6020-1 Postage 1,000 1,000 0

6090-1 Other Materials and Supplies 21,000 25,000 (4,000)

6090-2 Other Materials and Supplies- CTC 6,500 6,500 0

Total Materials and Supplies 56,900 56,300 600 6310-1 Software Licensing and Fees - GIS 68,340 54,315 14,025

6315-1 Software Licensing and Fees - Network 78,140 20,691 57,449

6320-1 Software Licensing and Fees - Applications 39,573 17,256 22,317

6330-1 Computer Equipment and Supplies- Center and CTC 98,600 50,000 48,600

6390-1 Other Computer Services and Supplies - - 0

Total Computer Services and Supplies 284,653 142,262 142,391 6210-1 Medical Control Services includes Fire Service Medical Director 281,087 169,508 111,579

6215-1 CAD Maintenance and Support/Northrup Grumman 84,748 - 84,748

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Sacramento Regional Fire / EMS Communications Center FY 18-19 Preliminary Budget

GL Account #

Expenses FY 18-19 Budget FY 17-18 Budget Diff

6220-1 Radio Maintenance and Support 15,000 64,949 (49,949)

6223-1 Radio - Backbone 143,500 102,528 40,972

6225-1 Telephone Services 164,295 136,000 28,295

6230-1 Internet Services 96,200 98,840 (2,640)

6235-1 Power Supply Maint and Support 15,800 12,629 3,171

6247-1 Comm Van Materials/Equipment 9,120 9,120 0

6245-1 Radio Equipment 15,000 15,000 0

6260-1 Lease - CTC 44,400 28,800 15,600

6290-1 Other Communication Services and Equipment-Center and CTC 20,000 37,000 (17,000)

Total Communications Equipment and Services 889,150 674,374 214,776 6410-1 Landscaping Services 5,000 5,000 0

6415-1 Building Maintenance and Supplies 28,219 28,219 0

6420-1 Custodial Maintenance 8,600 8,400 200

6420-2 Custodial Maintenance-CTC 9,800 9,540 260

6425-1 HVAC Maintenance and Supplies 12,742 20,000 (7,258)

6430-1 Cable Services 1,920 2,800 (880)

6435-1 Pest Control Services 600 500 100

6490-1 Other Facilities and Maintenance 4,603 4,042 561

6510-1 Utilities - Electric 54,000 52,000 2,000

6515-1 Utilities - Water 5,000 3,100 1,900

6520-1 Utilities - Refuse Collection/Disposal 4,226 3,445 781

6525-1 Utilities - Sewage Disposal Services 840 802 38

6635-1 Bottled Water Service 3,000 3,000 0

6645-1 Printing Services 2,000 2,000 0

6650-1 Shredding Services 2,000 2,000 0

6655-1 Insurance 45,500 45,500 0

Total Facilities and Maintenance 188,050 190,348 (2,298)6610-1 Employee Recruitment and Retention 27,250 12,000 15,250

6615-1 Employee Training 60,000 50,000 10,000

6615-2 Contracted Training CTC - 0 0

6620-1 Transportation 8,000 8,000 0

6625-1 Membership Dues 7,000 4,000 3,000

6640-1 Uniform/Badges/Shirts 6,000 7,560 (1,560)

6660-1 Meeting Expenses 6,000 3,600 2,400

Total Employee Recruitment, Retention and Training 114,250 85,160 29,090 6630-1 Public Education Materials 2,000 2,000 0

6670-2 Command Catering 5,100 5,100 0

6690-1 Misc. Expenses 9,000 10,000 (1,000)

Total Other Expenses 16,100 17,100 (1,000)6998-0 Capital Improvement - WestNet Support 60,000 354,000 (294,000)

Total Capital Assets 60,000 354,000 (294,000)

Total Budgeted Expenses 9,327,071 8,760,022 567,049

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Updated: 02/02/2018

FY 18/19 Budget to be funded from Member Contributions 9,091,031

FY 17/18 Budget to be funded from Member Contributions 8,003,132

1,087,899

FY 18/19 Assessment Calculation

Member Agency% 2017

Total Call

Volume

2017 # of

incidents

FY 18/19

Assessment

w/o Metro E

FY 18/19

Metro E

Assessment

FY 18/19

Total Invoiced

Assessment

1st Installment Due

July 1, 2018

2nd Installment Due

Jan 1, 2019

Sacramento Metro Fire District 44.38% 89,302 4,021,630 9,523 4,031,153 2,015,577 2,015,577

Sacramento Fire Department 43.77% 88,074 3,966,353 9,929 3,976,283 1,988,141 1,988,141

Cosumnes Fire Department 8.56% 17,229 775,691 4,886 780,576 390,288 390,288

Folsom Fire Department 3.29% 6,597 298,133 4,886 303,019 151,510 151,510

Total Member Agency Call Volume 100.00% 201,202 9,061,808 29,223 9,091,031 4,545,516 4,545,516

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00093956.1

Sacramento Regional Fire/EMS

Communications Center 10230 Systems Parkway, Sacramento, CA 95827-3007

(916) 228-3058 - Fax (916) 228-3079

STAFF REPORT DATE: May 24, 2018 TO: Board of Directors FROM: Robert Kingsley PREPARED FOR PRESENTATION AT: May 30, 2018 Special Board Meeting REFERENCE AGENDA ITEM: SUBJECT: Designation of Prosecuting Authority EXECUTIVE SUMMARY Under the California False Claims Act, identified entities (the Attorney General, a “Political Subdivision” and a Qui Tam Claimant) are authorized to file civil actions to remedy false claims presented to the State or a political subdivision. Each “Political Subdivision” is to have a Prosecuting Authority for the purpose of “. . . investigating, filing, and conducting civil legal proceedings on behalf of, or in the name of, a particular political subdivision.” This Resolution designates the Center’s General Counsel as the Center’s Prosecuting Authority. FISCAL IMPACT N /A APPLICABLE POLICY OR LAW

California Government Code section 12650. ATTACHMENTS

Resolution No. 2-18 RECOMMENDATION

Adopt Resolution Designating General Counsel as Prosecuting Authority. Respectfully submitted,

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Sacramento Regional Public Safety Communications Center

10230 Systems Parkway, Sacramento, CA 95827 (916) 228-3070 – Fax (916) 228-3079

RESOLUTION # 2-18

Resolution Appointing General Counsel as Prosecuting Authority

WHEREAS, the Sacramento Regional Public Safety Communications Center (doing business as the Sacramento Regional Fire/EMS Communications Center) (“Center”) is a Joint Powers Authority established and operating pursuant to Government Code section 6500 et seq.; and WHEREAS, the Center is a Political Subdivision as defined in California Government Code section 12650(b)(6); and WHEREAS, California Government Code Section 12652(b) provides that a False Claims action for Political Subdivision Funds may be filed by the Prosecuting Authority for a Political Subdivision. NOW, THEREFORE, BE IT RESOLVED, the Governing Board designates and appoints its General Counsel as the Prosecuting Authority to file a False Claims Action for purposes of recovering Political Subdivision Funds on behalf of the Center (see Government Code section 12650(b)(8)). THIS RESOLUTION was duly passed and adopted by the Governing Board of the Sacramento Regional Fire/EMS Communications Center at a special meeting held on the 30th of May 2018, by the following roll call vote: AYES: NOES: ABSENT: BY: ATTEST: _________________________________ _________________________________ Maurice Johnson, Chairperson Chris Costamagna, Vice Chairperson

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CAD Incidents –April, 2018

Total number of CAD incidents entered for April: 16,812

Average number of CAD incidents entered per day for April: 560

26

CAD Incidents –April, 2018

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SRFECC Telephony Performance Measure April 2018

The following data is the telephony performance measures for the Sacramento Regional Fire/EMS Communications Center (SRFECC) during the month of April, 2018 for all incoming and outgoing calls to and from the Center on 9-1-1 lines, Seven-Digit Emergency (7DE) lines, Allied Agencies (i.e. Sacramento Police Dept.), Alarm Company lines, as well as Seven-Digit Administrative lines. Summary of Information

During the month of April, 2018 dispatch staff processed 26,218 incoming calls and 7,436 outgoing calls for a total call volume of 33,654. Detailed Breakdown of Information – Incoming Lines

9-1-1 Emergency lines: 13,502 “Seven-Digit” Emergency lines (7DE): 3,758 Allied Agency/Alarm Companies: 3,337 Non-Emergency/Administrative (7DA) lines: 5,621

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The following data represents incoming call distribution according to class of service. March totals: 13,502 incoming 9-1-1 calls:

Emergency Lines Answering Standard: NFPA-1221 (2016 Edition) According to NFPA-1221 (2016 ed.), Chp. 7, Sec. 7.4 – Operating Procedures:

Rule 7.4.1: “Ninety-five percent of alarms received on emergency lines shall be answered within 15 seconds, and 99 percent of alarms shall be answered within 40 seconds.”

NFPA-1221 (2016 ed.) recommends that all calls received on emergency lines shall be answered within 15 seconds 95% of the time and 99% percent of emergency lines shall be answered within 40 seconds – In March, the dispatch team answered all calls on emergency lines within 15 seconds 95.87% of the time and answered within 40 seconds 99.50%.

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The following chart represents the Emergency Lines Answering Standard under NFPA-1221 (2016 ed.), Chapter 7, Section 7.4 – Operating Procedures, Rule 7.4.1 for identifying the 2017-2018 compliance performance ratings.

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Emergency Medical Dispatching (EMD) Compliance Scores

o Customer Service Score Average* (Baseline Requirement of 95%)

Overall Customer Service Score – APR 18: 100%

Overall Customer Service Score – SEP 17 to MAR 18: 99.61%

o Overall Compliance Score Average* (Baseline Requirement of 90%)

Overall Compliance Score – APR 18: 99.35%

Overall Compliance Score – OCT 17 to APR 18: 98.47%

*Effective Emergency Medical Dispatch (EMD) practices are based on the consistent use of medically approved dispatch protocols. EMD or the Medical Priority Dispatching System (MPDS) is in part based on published standards of the International Academy of Emergency Dispatch (IAED) in consultation with the National Association of EMS Physicians (NAEMSP), the American Society for Testing and Materials (ASTM), the American College of Emergency Physicians (ACEP), the U.S. Department of Transportation (USDOT), the National Institutes of Health (NIH), the American Medical Association (AMA), and more than 30 years of research, development, and field testing throughout the world. Overall, the dispatch protocols are established by the IAED Board of Fellows, which is also responsible for setting the accreditation process of the International Academy. Per IAED, the Quality Improvement/Assurance standards require a consistent, cumulative MPDS incident case review of at or above the stated baseline percentage.

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18 Life Saves – April 2018 1. On April 1st, Dispatch Supervisor Tara Poirier, while utilizing effective EMD instructions

assisted the 9-1-1 reporting party in providing life-saving CPR instructions.

2. On April 4th, Dispatcher Lisa Smelser, while utilizing effective EMD instructions assisted

the 9-1-1 reporting party in providing life-saving Childbirth instructions.

3. On April 7th, Call Taker Theresa Miller, while utilizing effective EMD instructions assisted

the 9-1-1 reporting party in providing life-saving CPR instructions.

4. On April 9th, Call Taker Chrissy Stockman, while utilizing effective EMD instructions


5. On April 10th, Call Taker Sara Sherman, while utilizing effective EMD instructions assisted


6. On April 10th, Call Taker Jennifer Rooke, while utilizing effective EMD instructions

assisted the 9-1-1 reporting party in providing life-saving Childbirth instructions.

7. On April 11th, Call Taker Denise Tackett while utilizing effective EMD instructions assisted


8. On April 14th, Call Taker Yvonne Vazquez, while utilizing effective EMD instructions


9. On April 15th, Call Taker Jourdan Hitchings, while utilizing effective EMD instructions


10. On April 16th, Dispatch Supervisor Elizabeth Strong, while utilizing effective EMD

instructions assisted the 9-1-1 reporting party in providing life-saving CPR instructions.

11. On April 16th, Dispatch Supervisor Donna Fender, while utilizing effective EMD

instructions assisted the 9-1-1 reporting party in providing life-saving CPR instructions.

12. On April 21st, Call Taker Laura Macias, while utilizing effective EMD instructions assisted


13. On April 22nd, Call Taker Denise Tackett, while utilizing effective EMD instructions


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14. On April 24th, Call Taker Tim Goodnow, while utilizing effective EMD instructions assisted


15. On April 26th, Call Taker Janet Tracy, while utilizing effective EMD instructions assisted


16. On April 28th, Call Taker Christina Stockman, while utilizing effective EMD instructions


17. On April 29th, Dispatch Supervisor Elizabeth Strong, while utilizing effective EMD

instructions assisted the 9-1-1 reporting party in providing life-saving Childbirth instructions.

18. On April 30th, Call Taker Theresa Miller, while utilizing effective EMD instructions assisted


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Opened/Closed Records Per CategoryDate range 04/01/2018 - 04/30/2018Generated on 05/15/2018 14:19

Category Opened SRs Closed SRs Total (Opened - Closed)CAD 9 10 -1Communications 7 8 -1Contracts 1 1 0Email 4 4 0Facility 4 5 -1GIS 12 14 -2Hardware 30 14 16Information Only 1 1 0Intrado Phone System 5 14 -9Operations 1 1 0Profile 5 4 1Software 18 14 4

Total 97 90 7

CAD 11%

Communications 9%

Contracts 1%

Email 4%

Facility 5%

GIS 16%

Hardware 16%

Information Only 1%

Intrado Phone System

16%

Operations 1%

Profile 4%

Software 16%

Service Records Closed in April 2018

CAD

Communications

Contracts

Email

Facility

GIS

Hardware

Information Only

Intrado Phone System

Operations

Profile

Software

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sacramento regional fire/ems communications center€¦ · maurice johnson, chairperson assistant...

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