Kitsap 911 Executive Committee Meeting and Special Meeting of the Board of Directors October 09, 2019 ~ 1:00 PM to 3:00 PM Kitsap 911 A G E N D A 1. Call to Order the Concurrent Special Meeting of the BOD and the Regular Meeting of the Executive Committee (Ellingson) 2. 2018 Audit Results by the State Auditor’s Office (Rodgers/Trail) 3. Public Comment (limited to 2 minutes per speaker) (Ellingson) 4. Adjourn Special Meeting of the Board of Directors (Ellingson) 5. Resume Regular Meeting of the Executive Committee (Wiley) 6. Additions to Agenda (Wiley) 7. Approval of Minutes (September 25, 2019) (Wiley) 8. Public Comment (limited to 2 minutes per speaker) (Wiley) 9. Approval of Payment of Claims- Fund 89822 (Operating Fund) (Wiley) a. A/P Warrant Numbers 3046 through 3072 Total $145,949.18 b. Payroll Dated 09/20/2019 and 10/04/2019 Total: $636,636.69 c. Electronic Payments: Dates 08/01/2019 to 08/31/19 Total: $324.94 10. Ratification of Executed Contracts (Browning) a. K911-031 Radio Communications Facility Lease with AT&T at Simon Point, 10 year contract, $24,000 plus 3% increase every year. 11. Action Items (Browning) a. Approval of contract K911-033 with Holaday Parks 12. Discussion Items & Reports a. Finance Report (Rogers) b. Staffing Report (Jameson-Owens) c. Goals and Tech Project Updates (Wecker) 13. Closed Session to discuss Contract Negotiations (Jameson Owens) 14. Additional Agenda Items (If any) a. _______________________________ ________ b. _________________________________________________ c. _________________________________________________ 15. Good of the Order 16. Adjourn
Transcript
Kitsap 911 Executive Committee Meeting and Special Meeting of the Board of Directors
October 09, 2019 ~ 1:00 PM to 3:00 PM Kitsap 911
A G E N D A
1. Call to Order the Concurrent Special Meeting of the BOD and the Regular Meeting of the Executive Committee (Ellingson)
2. 2018 Audit Results by the State Auditor’s Office (Rodgers/Trail) 3. Public Comment (limited to 2 minutes per speaker) (Ellingson) 4. Adjourn Special Meeting of the Board of Directors (Ellingson) 5. Resume Regular Meeting of the Executive Committee (Wiley) 6. Additions to Agenda (Wiley) 7. Approval of Minutes (September 25, 2019) (Wiley) 8. Public Comment (limited to 2 minutes per speaker) (Wiley) 9. Approval of Payment of Claims- Fund 89822 (Operating Fund) (Wiley)
a. A/P Warrant Numbers 3046 through 3072 Total $145,949.18
b. Payroll Dated 09/20/2019 and 10/04/2019 Total: $636,636.69
c. Electronic Payments: Dates 08/01/2019 to 08/31/19 Total: $324.94
10. Ratification of Executed Contracts (Browning) a. K911-031 Radio Communications Facility Lease with AT&T at Simon Point, 10 year contract, $24,000 plus 3% increase every year.
11. Action Items (Browning) a. Approval of contract K911-033 with Holaday Parks
12. Discussion Items & Reports
a. Finance Report (Rogers) b. Staffing Report (Jameson-Owens) c. Goals and Tech Project Updates (Wecker)
13. Closed Session to discuss Contract Negotiations (Jameson Owens)
14. Additional Agenda Items (If any) a. _______________________________ ________ b. _________________________________________________ c. _________________________________________________
15. Good of the Order 16. Adjourn
Kitsap 911 Executive Committee Meeting of
September 25, 2019
The Kitsap 911 Executive Committee met in the Conference Room at Kitsap 911 in Bremerton. Present were: Director David Ellingson, Director Dusty Wiley (Chair), Director Greg Wheeler, Ken Bagwell Legal Counsel for Kitsap 911, Deputy Director Maria Jameson-Owens, Finance Manager Steve Rogers, Technical Systems Manager Brandon Wecker, Strategic Advisory Board Chair Chief Steve Wright and Administrative Specialist Stephanie Browning Absent: Director Gary Simpson, Director Rob Putaansuu Strategic Advisory Committee Vice Chair Jim Burchett, and Executive Director Richard Kirton Call to Order. Chair Dusty Wiley called the meeting to order at 1300 Additions to Agenda: None Approval of Minutes: Director David Ellingson moved to approve the minutes from August 14, 2019 with corrections. Motion was seconded by Director Greg Wheeler. Motion Passed Public Comment: None Approval of Payment of Claims-Fund 89822: Director David Ellingson moved approval of A/P 2978 through 3045 Total $226,491.66, Payroll dated 08/23/2019 and 09/06/2019 Total $615,414.91, Electronic Payments dates 07/31/19-08/26/19 Total $39.52. Motion was seconded by Director Greg Wheeler. Motion Passed.
Ratification of Executed Contract:
Kitsap 911 Executive Committee Minutes of September 25, 2019 Page 2
None Actions: None Discussions and Reports: Finance Report- Finance Manager Steve Rogers stated there are no notes to report regarding expenditures and revenues. The financials only fluctuations are on the revenue side with a receipt of a grant from the WA State Department of Revenue. Director Ellingson said since we are on the verge of obsolete technology are we looking ahead for grants available countywide and how we can apply for them. Technical Manager Brandon Wecker noted that Kitsap 911 is working on two grant opportunities currently through the Department of Emergency Management one for ESCHAT and the other for the replacement of the UPS System, which would include the change from a diesel generator to propane. Mr. Wecker is routinely checking with DEM for any updates on these grants. The WA State Auditors are wrapping up their audit on Kitsap 911. So far things are looking good. Everyone will be invited to the next Executive Committee on the 9th to receive the final audit report. Mr. Rogers mentioned in the 2019 budget there was a mistake made in the debt service, an interest payment was misclassified as a principal balance. The total debt service number does not change but he reclassified principal and interested now appropriately. Previous reports will show the data incorrect. No budget amendment is needed to correct this at this time. Staffing Report- Deputy Director Maria Jameson-Owens reported nine trainees were hired and they are in their last week of the Academy phase. There are four in law enforcement training and five in call receiver training, everyone is doing well and will start dispatch training next week. An extra help employee will be coming back full time on October 2nd and is fully trained. Another employee who left a year a go to be a firefighter is now coming back as an extra help employee on her days off. The current hire process has eight candidates in backgrounds. Technical Systems Manager Brandon Wecker said at the previous meeting a new GIS position was approved which would take the amount being paid to Kitsap County for GIS work and bring in house at Kitsap 911. Mr. Kirton would like approval to hire that person before next year, it would cost no more the $24,000 and believe this can be covered with unexpended salary dollars and funding in the GIS project. Director Dusty Wiley made a motion to approve the hiring of the GIS position for the balance of the 2019
year. Motion was seconded by Director David Ellingson. Motion Passed. 2019 Work Plan & Goals and Tech Projects Update
The 2020 Goals and Technical plan are almost completed and at the next meeting the 2020 plan will be provided to the Committee. Technical Systems Manager Brandon Wecker updated on the following projects:
2019-08 Rapid SOS- This is the project to integrate more precise GPS information into the 911-phone system and pass it to the computer dispatch system (CAD). Kitsap 911 was hoping the vendor
Kitsap 911 Executive Committee Minutes of September 25, 2019 Page 3
would put out a fix that would allow it to work property, the vendor did not fix the issue and are continuing to work with them to get it resolved. 2019-14 Backup Center- Currently, waiting on the health department clearance letter for the septic.
2019-15 ASAP to PSAP- This project goal was to allow alarm companies to automatically create CAD events. The State has completed the work they needed to begin implementation. Kitsap 911 is working with everyone and hope to begin testing before the end of the year. 2019-31 CAD Software Update-This project is on track for completion. A lot of the PC’s at Kitsap 911 have been upgraded to windows 10. There is a schedule for updating the dispatch floor and working on completing the base images for all the mobile computers that need the update. 2019-32 Alerting- The selection team choose the vendor Purvis and have reviewed the statement of work and currently working on the contract.
2019-36 Closest Unit Dispatch- This allows Kitsap 911 to dispatch using AVL instead of a set station. Bainbridge Island has cut over and have only had a few changed to their run cards. Also working with North Kitsap Fire and Rescue on their run cards and are almost completed. There tentative go live date is October 15th, but prior an onsite evaluation of their hardware will take place on October 10th.
Closed Session to Discuss Contract Negotiations No closed session, but Deputy Director gave a brief update that any items that deal with finance have been TA and they are moving on to this discussion on October 15th. Good of the Order: Brandon Wecker wished Chief Steve Wright a Happy Birthday
Adjournment 13:18
The next regular meeting of the Kitsap 911 Executive Committee is scheduled on October 9, 2019 from 13:00-15:00 at the Kitsap 911 facility.
A. GENERAL INFORMATION 1. Contractor AT&T 2. Purpose Radio Communications Facility Lease at Simon Point 3. Contract Amount $24,000 annually + 3%
increase every year Disburse
Receive
x
4. Contract Term 10 years starting on commencement date 5. Contract Administrator Mark Nelson Phone 979-9075 Approved: Richard Kirton Date Executive Director B. ACCOUNTING INFORMATION 1. Contract Control Number K911-031 2. Fund Name Kitsap 911 Operations 3. Payment from-Revenue to CC/Account Nbr 89822.3860 4. Encumbered By Date C. RISK MANAGER REVIEW 1. x Approved Not Approved Reviewer Date 2. Comments: Standard preapproved lease agreement used D. ATTORNEY REVIEW 1. x Approved Not Approved Reviewer Date 2. Comments: Standard preapproved Lease agreement Used H. CERTIFICATION BY CONTRACT ADMINISTRATOR: THIS CONTRACT IS READY FOR CONSIDERATION BY THE AUTHORIZED CONTRACT SIGNER. (For contract signing authority, see Kitsap 911 Govening Directive # Purchasing and Contracting) _____________________________________________ ________________ Ratification by Kitsap 911 Executive Committee Chair Date
Rev. 2019-0530
2019- 1 Finance CIP: Implement Job Code budget/expense tracking 4/30/19 Complete+2019- 2 Mobile Device Management (MDM) 4/30/2019 Delayed2019- 3 Netmotion Client Software Updates (x2) 6/30/2019 Delayed2019- 4 ACOM Replacement 6/30/2019 Complete2019- 5 Multi-Factor Auth (Hardware/software solution) 2Q19 Delayed2019- 6 Text Discovery 2Q19 Delayed2019- 7 Technical Planning (Develop Initiatives for BOD Adoption) 7/31/2019 Delayed2019- 8 Rapid SOS (integration with CAD) 3Q19 On Track2019- 9 Replace DC Plant at all sites except Gold and Carver 11/21/2019 On Track2019- 10 Informer for Mobile Responder 3Q19 Delayed2019- 11 Microwave System Improvements (Hansville to Lincoln Path) 3Q19 Complete+2019- 12 Fire Radio Scanner Interface N/A N/A2019- 13 Equipment Room Cooling 11/30/2019 On Track2019- 14 Backup Center Phase 1 (Bldg&Current Capabilities) & 2 (begin enhancing capabilities) 12/31/2019 On Track2019- 15 ASAP to PSAP (Implementation) 4Q19 At Risk2019- 16 Support Address Correction Efforts 4Q19 On Track2019- 17 SharePoint migration Pending Pending2019- 18 Eventide back-up system 12/30/19 Complete+2019- 19 Training - CIP: 2019 Goal - Update CTO Training Program 12/31/2019 On Track2019- 22 Hiring Process- CIP: 2019 Goal - Incorporate NG911 profile into hiring process 12/31/2019 On Track2019- 23 Hiring Process- CIP: 2019 Goal - Increase Lateral Recriuitment 12/31/2019 On Track2019- 24 Tower Site Upgrades- Regraveling, Landscaping, and Security 12/31/2019 On Track2019- 25 Radio Interoperability (Mason County) N/A N/A2019- 26 Finance CIP: Improve Budgeting/Tracking processes for multi-year projects 12/31/19 Complete+2019- 27 Operation CIP: Implement Automatic Call Distribution (ACD) 12/31/19 On Track2019- 28 Operations CIP: Implement Secondary/Screened Queue 12/31/19 On Track2019- 29 Replace UPS Pending Pending2019- 30 ESChat 4Q19 On Track2019- 31 CAD Software Upgrade (CAD & Mobile MR6, windows 10 all CAD and MCT workstations) 2/28/2020 On Track2019- 32 Alerting 2Q20 On Track2019- 33 Training - CIP: 2019/2020 Goal - update Resiliency Training 2Q20 On Track2019- 34 CALEA reaccreditation 7/31/2020 On Track2019- 35 Training - CIP: 2020 Goal - Training Program Certification 8/31/2020 On Track2019- 36 Closest Fire Unit Dispatch 3Q20 On Track2019- 37 Data Interoperability, Phase 1 (CAD-to-Cad Interface with one other entity) 4Q20 Pending2019- 38 Secure Funding For Bainbridge Island Tower (Winslow Area) Ongoing Ongoing2019- 39 Secure Additional Frequency Licenses Ongoing Ongoing2019- 40 Virtual Desktops for Dispatch Floor Pending Pending2019- 41 Technology Monitoring System Pending Pending2019- 42 Facility AV System Pending Pending2019- 43 SUPPORT - RMS/JMS Replacement (Supprt KCIS) Pending Pending2019- 44 Operations CIP: Reduce LE Channel Radio Congestion 12/31/19 On Track
