Sacramento Regional Fire/EMS Communications Center Systems Parkway, Sacramento, CA (916) Fax (916)

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1 Sacramento Regional Fire/EMS Communications Center Systems Parkway, Sacramento, CA (916) Fax (916) :00 a.m. Tuesday, August 28, 2018 REGULAR MEETING OF THE GOVERNING BOARD OF SRPSCC Armstrong Ave Rooms # Mather, CA Estimated maximum meeting time: 3 hours Call to Order Roll Call Member Agencies Primary Board Members Maurice Johnson, Chairperson Chris Costamagna, Vice Chairperson Chad Wilson, Board Member Mike McLaughlin, Board Member Chairperson Secretary Assistant Chief, Sacramento Metropolitan Fire District Deputy Chief, Sacramento Fire Department Division Chief, Folsom Fire Department 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 (July 24, 2018) Page 2. Budget to Actual (July) link to budget to actual, revenues & overtime reports Page 3. Revenues (July) Page 4. Overtime Report (July) Page PROPOSED ACTION: Motion to Approve Consent Agenda PRESENTATION: COMMITTEE REPORTS: 1. Finance Committee* 2. Personnel Committee (August 14, 2018) Page ACTION ITEMS: a. Old Business: Items from previous Board Meeting(s) that have not been resolved and require attention. b. New Business: 1

2 PRESENTATION/DISCUSSION/POSSIBLE ACTION: 1. Strategic Planning Update* a. Cost analysis draft 2. Job Descriptions* 3. Revised PAD* 4. Text-to (Staff Report) Page INFORMATION: 1. Communications Center Statistics Page 2. Help Desk Statistics Page 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. CLOSED SESSION will be convened in Conference Room # CONFERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section District Negotiator(s) Counsel, Robert Kingsley Joe Thuesen, Interim Chief Executive Director Employee Organization(s) Teamsters Local 856 Teamsters Local PERSONNEL ISSUES* Pursuant to California Government Code Section The Board will meet in closed session: a. Employee Performance and Evaluation: Interim Chief Executive Director 3. PERSONNEL ISSUES* Pursuant to California Government Code Section The Board will meet in closed session: a. Discussion Regarding Staffing Reorganization 4. PERSONNEL ISSUES* Pursuant to California Governing Code Section The Board will meet in closed session: a. Public Employment Title: Executive Director 2

3 5. CONFERENCE WITH LEGAL COUNSEL: Anticipated Litigation* a. Pursuant to California Government Code Section (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 (a) The Board will meet in closed session to discuss one (1) case of pending litigation Sacramento Regional Public Safety Communications Center v. Tyler Technologies, Inc. Case No. 2:18-cv KJM-KJN RETURN TO OPEN SESSION: PRESENTATION/DISCUSSION/POSSIBLE ACTION: 1. Update on Chief Executive Director Selection Process* ADJOURNMENT: The next scheduled Board Meeting is September 25, Location: Sacramento Metropolitan Fire District, Armstrong Ave, Mather, CA 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) 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 August 24, 2018, I posted a copy of the agenda: -at Armstrong Ave Rooms # Mather, CA at Systems Parkway, Sacramento, CA on the Center s website which is: Clerk of the Board 3

4 GOVERNING BOARD MEETING July 24, 2018 GOVERNING BOARD MEMBERS Deputy Chief Chris Costamagna Assistant Chief Maurice Johnson Chief Mike McLaughlin Chief Felipe Rodriguez Sacramento Fire Department Sacramento Metropolitan Fire District Cosumnes Community Services District City of Folsom Fire Department GOVERNING BOARD MEMBERS ABSENT COMMUNICATIONS CENTER MANAGEMENT Joe Thuesen Interim Chief Executive Director OTHERS IN ATTENDANCE Bob Kingsley Lindsey Moore Dave Magnino Janice Parker Wendy Crosthwaite Cindy Chao Julee Todd Brad Dorsett Shane Steckelberg Matthew Wooden Steve Jordon Janet Tracy Jordan Tracy Joe Waggertauser Theresa Miller Jill Short Counsel, SRFECC Counsel, SRFECC County EMS Administrator, Sacramento County Administrative Analyst, SRFECC Executive Assistant, SRFECC Financial Analyst, SRFECC Administrative Supervisor, SRFECC CAD Technician, SRFECC Systems Engineer, SRFECC GIS Coordinator, SRFECC Sacramento Metropolitan Fire District Call Taker, SRFECC Guest (Janet Tracy) Guest (Janet Tracy) Local 856 Representative Local 856 Representative 1. The meeting was called to order and roll call taken at 9:02 a.m. 2. The Pledge of Allegiance was recited. 3. Chairperson Johnson requested any action on Item #2, Strategic Planning Update a. Cost analysis draft; and Item #3, Job Descriptions - Under Presentation/Discussion/Possible Action be postponed until after Closed Session. 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 Chief McLaughlin and seconded by Deputy Chief Costamagna to approve the consent agenda and Board Meeting minutes, June 26, AYES: Sacramento Fire Department, Sacramento Metro, Cosumnes Community Services District, Folsom NOES: ABSENT: ABSTAIN: 4

5 Motion carried. 6. PRESENTATION: 1. Proclamation Acknowledging the Retirement of Janet Tracey Chairperson Johnson expressed his congratulations to Janet Tracey on her retirement and expressed the appreciation of the Board for her years of service to SRFECC. ICED Theusen also expressed his congratulations, offered his best wishes for a happy retirement and said Ms. Tracy s contribution to SRFECC, the citizens of Sacramento and our constituents has been greatly appreciated and she will be missed at the Center. 2. Proclamation Acknowledging the Retirement of Wendy Crosthwaite Chairperson Johnson read the Proclamation acknowledging Wendy Crosthwaite s retirement and offered the Board s congratulations and wished her the best of luck in retirement. ICED Thuesen as well as the Board members each expressed how much they have appreciated working with Wendy during her time at SRFECC. 3. SCEMSA EM Resource Presentation Dave Magnino, County EMS Administrator, Sacramento County, gave a brief presentation providing support for a request to implement EM Resource software. This software would facilitate an interface with our CAD system to provide real time information addressing units in route, units at hospitals, off-load time at hospitals and ambulance wait time at hospitals. This would allow the county to monitor how effectively they are providing medic services to the public without having to contact every hospital individually. This information would be available initially for our use, but would eventually expand to include the private ambulance companies as well. The Board was concerned about the adverse effect this software implementation might have on the speed of our existing CAD system. 7. COMMITTEE REPORTS: A. Finance Committee The Finance Committee met on July 10, 2018, and discussed the creation of the Strategic Plan; and the Personnel Authorization Document and modification of current job descriptions. The Committee also received an update regarding the NBS, cost analysis study and reviewed the Preliminary Budget, FY 2018/2019, to determine how best to finance the unexpected cost of the Northrup Grumman CAD interface for Westnet. Originally, the interface cost for Westnet had been included in the cost of the Tyler/New World CAD. In Closed Session the Finance Committee discussed the ICED performance and evaluation, received updates on labor negotiations and two cases of potential litigation. No action was taken. B. Personnel Committee 5

6 8. ACTION ITEMS: The Personnel Committee met on July 10, 2018, and discussed the progress on the revised Policies and Procedures. While the revised policies had been approved in January, 2017, Counsel would like to bring them before the full Board at the July meeting for reaffirmation via resolution. Six additional policies will be brought before the Personnel Committee for review prior to be brought to the full Board for approval. The Committee also discussed the Strategic Plan and how to proceed with the creation of the Strategic Plan. ICED discussed the Personnel Authorization Document and the need to modify some job descriptions prior to being filled. The Committee discussed several potential versions of a staff reorganization and suggested continuing the conversation in closed session with the full Board. 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. a. Old Business: Items from previous Board Meeting(s) that have not been resolved and require attention. 1. Resolution #03-18, Adopting and Affirming Board Policies These policies had been previously adopted at our January 31, 2017, Board Meeting, but counsel wanted to have them re-affirmed and attached as part of the permanent record. Some additional policies will be reviewed by the Finance and Personnel Committees. A motion was made by Chief McLaughlin and seconded by Deputy Chief Costamagna to adopt Resolution #03-18, Re-affirming Board Policies. Motion carried. b. New Business: None AYES: Sacramento Fire Department, Sacramento Metro, Cosumnes Community Services District, Folsom NOES: ABSENT: ABSTAIN: 9. PRESENTATION/DISCUSSION/POSSIBLE ACTION: 1. Update on Chief Executive Director Selection Process The Board received an update from Counsel regarding the process for selection of Chief Executive Director. The open position had been posted on July 6 and will close on July 31, To date we have received five submittals, but anticipate additional submittals prior to the close of the posting. The Personnel Committee will perform the initial review of the candidates and successful candidates will move forward to a paper screening and interviews. 6

7 2. Strategic Planning Update a. Cost Analysis Draft 3. Job Descriptions 10. INFORMATION: ICED Thuesen provided a copy of the draft report by NBS for Board review. He presented a Power Point presentation and clarified the disparity in the budget numbers for Phoenix and said it was the entire fire budget, not just their Comm Center. There was also an update in potential cost per call based on budget divided by number of incidents for an average of $ He gave a brief history regarding our member agencies and contracted agencies and the parameters that determined their cost per call and ancillary fees. However, on-boarding new additional agencies, could require additional dispatcher personnel, connectivity costs, potentially additional equipment and physical space, etc. and these costs would need to be addressed in our final cost determination. The suggestion would be to include a contribution to CIP by each agency proportionate to their call volume; existing agencies as well as the new members/contracted agencies. The Board would determine at what percentage a new member could be considered for voting membership. Assistant Chief Johnson would like additional clarification regarding the NBS study, a staff report and creation of a policy for Board approval. Chief McLaughlin would like to see a minimum of 10% call volume for new member/contract agency to be considered for voting membership. Deputy Chief Costamagna would like to incorporate an opt out fee to avoid contracted agencies leaving the Comm Center without a commitment to offset some of the cost of having added them. A written staff report summarizing the Board recommendations along with the NBS study will be prepared for the next Board Meeting. ICED Thuesen briefly discussed Center job descriptions and said they were last reviewed and updated in The Board recommendation was to prioritize the job descriptions and bring the most urgent descriptions before the Personnel Committee for review prior to presenting them to the full Board for approval. 1. Communications Center Statistics The statistics were contained in the Board packet. 17,000 CAD incidents entered in June and we anticipate statistics in July to be much higher. 2. Help Desk Statistics The statistics were contained in the Board packet. 11. CENTER REPORTS A. Chief Executive Director Report (Thuesen) 7

8 1. ICED Thuesen again offered his congratulations to both Janet Tracy and Wendy Crosthwaite on their retirements. Cake and lemonade were provided to help celebrate the occasion. 3. The Accounting team received the GFOA award for their first time submittal of the CAFR. 3. We met with personnel from AT&T regarding the Firstnet system; the Comm Center will be doing some Beta testing. 4. We are working on the RD-LAP replacement, PCMSS, with Northrup Grumman. A presentation of the product will be conducted at the CAD Coordinator meeting later this week. 5. The Westnet project should kick off next week, August 6, with anticipated completion by the end of this year. 6. We are continuing to work with Metro Fire to implement the UAV program. 7. The OPS Chiefs are helping us to update the response files in anticipation of Pro Q.A. implementation. We anticipate completion of this data update in CAD by September 1, with Pro Q.A. in early Center personnel were deployed to the County Fire. 9. Staff members from the Center are participating in the Regional Diversity Task Force Group. 10. Dispatch and Admin staff are participating in Operation Backpack. 11. The P-25 upgrade is reaching completion and should be implemented in November, Initially we may experience some challenges during the transition. Internally our recording system will need to be upgraded. Some field units may have to move to radio channels direct 15 & 16 as the analogue radios will be shut off when we switch over. There may be a delay when using the digital radios. B. Communications Manager Report (Thuesen) 1. On July 4 th dispatch handled 280 calls in one hour. The July 4 th stats were down compared with last year, but higher on the Saturday and Sunday prior to the 4 th. 2. Peer support was hosted at the CTC. C. Medical Director (Thuesen) 1. Dr. Mackey has completed cardiac arrest data for Sac City and Cosumnes. Some of the high points of the data analyzed for the two month period of May and June included 123 cardiac arrests; 60% of the cardiac arrests were male; average age was 64; nontransport was 31.3%; there were 8 survivors. 2. Dr. Mackey met with the Medical Director from the County Jail and has a better understanding of the challenges he faces. 3. Planning for the resuscitation academy in October is underway and will be conducted at Sac Metro s Headquarters. Dr. Backer will also be in attendance. 8

9 12. CORRESPONDENCE None 13. COUNSEL REPORT None 14. BOARD MEMBER COMMENTS Chief McLaughlin congratulated Wendy Crosthwaite on her retirement. There continues to be a challenge for SETNA long term funding. There are two pending bills that have yet to be voted on by the legislature as there is some concern about additional taxes to fund it. CCSD will be graduating an academy of 19 on Friday, August 3 rd. Chief Rodriguez congratulated both Wendy Crosthwaite and Janet Tracy. He said they appreciate everything we do. Folsom will be graduating eight recruits on September 10 th at 10:00 a.m. and the new fire station will be opening on that day as well. Deputy Chief Costamagna also expressed his appreciation to Wendy Crosthwaite and Call Taker Janet Tracy for their contributions to the Center. Congratulations to the Accounting team for their GFOA award for the CAFR. Sacramento Fire will be going before the City Council this evening to receive approval for Westnet. Sacramento Fire will be graduating 24 recruits in November. Assistant Chief Johnson congratulated both Wendy Crosthwaite and Janet Tracy on their retirement. Congratulations to the Accounting team on the GFOA award for the CAFR. Additional Comments Made After Closed Session: Deputy Chief Costamagna asked to assign approximate time (minutes, hours, etc.) anticipated to address each agenda item, at both Committee and Board level. He said it is difficult to schedule his time appropriately when meetings extend out over the allotted time. Additionally, Chief McLaughlin suggested blocking out a three hour time frame for all JPA Board Meetings. 15. ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA: 16. CLOSED SESSION 1. CONERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section District Negotiator(s) Counsel, Robert Kingsley 9

10 Joe Thuesen, Chief Executive Director Employee Organization(s) Teamsters Local 856 Teamsters Local PERSONNEL ISSUSES* Pursuant to California Government Code Section Employee Performance and Evaluation: Interim Chief Executive Director 3. PERSONNEL ISSUSES* Pursuant to California Government Code Section The Board will meet in Closed Session: a. Discussion Regarding Staffing Reorganization 4. CONFERENCE WITH LEGAL COUNSEL: Anticipated Litigation* a. Pursuant to California Government Code Section (b) The Board will meet in closed session to discuss significant exposure to litigation. One (1) potential cases b. Pursuant to California Government Code Section (a) The Board will meet in closed session to discuss one (1) case of pending litigation Sacramento Regional Public Safety Communications Center v. Tyler Technologies, Inc. Case No. 2:18-cv KJM-KJN Closed Session was convened at 10:05 a.m. Open session was reconvened at 11:55 a.m. As requested Item #2, Strategic Planning Update a. Cost analysis draft; and Item #3, Job Descriptions - Under Presentation/Discussion/Possible Action was addressed after Closed Session. The Board received updates on labor negotiations for Local 150 and Local 856 and general direction was given. The Board received an update on potential staffing reorganization that might be impacted by labor negotiations; no action was taken. The Board received an update on two potential cases of anticipated litigation; no action was taken. 17. The meeting of the Governing Board was adjourned at 12:40 p.m. until the next Meeting of the Governing Board scheduled for 9:00 a.m., August 28, 2018, at Metro Headquarters, Armstrong Ave Rooms #320, Mather, CA Respectfully submitted, Janice Parker Clerk of the Board Maurice Johnson, Chairperson Chris Costamagna, Vice Chairperson 10

11 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Budget to Actual Report As of July 31, 2018 FY Expenses For Month Ending July 31, 2018 Computer Services and Supplies 0.50% Salaries and Benefits 77.14% Other Communications Equipment and Services 9.39% Facilities and Maintenance 5.70% Professional Services 5.02% Screening, Hiring, Training and Maintaining Staffing 1.64% Other Expenses Computer 0.17% Services 0.45% and Equipmen t 0.56% Materials and Supplies Budget to Actual - FY As of July 31, 2018 Expenses FY 18/19 Budget YTD Expenses 07/31/18 % of YTD Expenses $ Under / (Over) Budget % Under/ (Over) Budget Salaries and Benefits 7,434,398 1,046, % 6,387,458 86% Materials and Supplies 56,900 6, % 50,752 89% Professional Services 283,570 68, % 215,447 76% Communications Equipment and Services 889, , % 761,691 86% Computer Services and Supplies 284,653 6, % 277,843 98% Facilities and Maintenance 188,050 77, % 110,749 59% Screening, Hiring, Training and Maintaining Staffing 114,250 22, % 92,027 81% Other Expenses 16,100 2, % 13,844 86% Capital Outlay 60, % 60, % Total 9,327,071 1,357, % 7,969,811 6/30/2016 8/31/

12 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Budget to Actual Report As of July 31, 2018 FY Revenues For Month Ending July 31, 2018 CTC Command Catering 0.36% OES Deployment 0.00% CTC Conference Room Rental 0.16% Board Ups 0.09% Member Assessments 99.69% CTC Catering 0.14% CTC Room Rental 0.08% Board Up 0.09% Revenues - FY 18/19 As of July 31, 2018 FY 18/19 Preliminary Budget Revenue Received as of 07/31/18 Budget Remaining Member Assessments 9,091,031 2,572,838 OES Deployment 100,000 - Reimbursement Revenue Backbone 69,890 - SETNA Training 3,000 - Communications Services Other: Interest Income 8,000 - Board Ups 24,000 2,400 Credit Card Incentives 4,500 - Admin Fee- Backbone CTC Room Rental 11,500 1,945 CTC Catering 13,000 3,716 Misc Other Income 1,700 - Total 9,327,071 2,580,899 12

13 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Overtime Report As of July 31, July August September October November December January February March April May June FY FY FY FY FY Comparative OT Report Admin Staff As of July 31, FY Comparative OT Report Communications Staff As of July 31, July August September October November December January February March April May June FY FY FY FY FY OT Hours resulting from OES Deployment As of July 31, July August September October November December January February March April May June FY FY FY FY Please note that the OT hours due to OES deployment are included in the Admin and Communication staff OT numbers 13

14 PERSONNEL COMMITTEE MEETING August 14, 2018 COMMITTEE MEMBERS Chief Mike McLaughlin Assistant Chief Maurice Johnson COMMUNICATIONS CENTER MANAGEMENT Joe Thuesen Kylee Soares OTHERS IN ATTENDANCE Robert Kingsley Lindsey Moore Janice Parker Cosumnes Community Services District Sacramento Metropolitan Fire District Interim Chief Executive Director Interim Communications Manager Counsel, SRFECC Counsel, SRFECC Administrative Analyst, SRFECC 1. The meeting was called to order and roll call was taken at 9:04 a.m. 2. There were no agenda updates. 3. There was no public comment. OPEN SESSION: 1. Discussion of Policies and Procedures As Center management and staff create and revise policies, the new policies are being brought before the Personnel Committee for review. Communications Manager Soares brought three new/revised policies for Committee discussion: a. Uniform policy b. Comm Van deployment policy c. Emergency radio policy Counsel said the Board Policies had been adopted at the July meeting, but these three additional draft policies have not been reviewed by the Personnel Committee. The Committee discussed the difference between a policy and a procedure and Communications Manager Soares asked which should be brought before the Board for approval and which should be brought before the Board as information. A presentation will be prepared for our August Board Meeting, addressing this issue in order to help clarify the Board s desire for future policies. 2. Discussion of Strategic Plan A survey will be disseminated in September to the agencies to determine what direction they envision for the JPA in the future. Part of this strategic plan will include the report by NBS, which should be completed in time for our August Board meeting. 3. Discussion of Personnel Authorization Document a. Modification of Job Descriptions: 1. Executive Assistant 2. Deputy Director Operations 3. Deputy Director Administration The Committee discussed the modified job descriptions. Both Committee members thought the Executive Assistant position should require an AA Degree as a minimum educational requirement with a Bachelor Degree 14

15 listed as desirable, rather than simply a high school diploma. The ICED will retain the ability to substitute experience for required education. The Committee stressed that the higher educational degree be from an accredited school. The Executive Assistant is a higher level position when compared with an entry level office tech and would warrant higher education and training to effectively perform this job. A salary range should be included on the job description. Metro Fire has language in their job descriptions that allow for substituting, waiving or modifying either education or experience, but not both, by the (Interim) Chief Executive Director. However, the Board must be made aware of any modification of the requirements. Chief McLaughlin felt addition of this language for all job descriptions would be appropriate and helpful with future hiring. The Committee recommended making the Deputy Director Operations, and Deputy Director Administration, a single classification rather than two separate job descriptions. By making it a classification the ICED will maintain the ability to establish job duties specific to each of the two positions. This Deputy Director classification should require a Bachelor Degree as a minimum educational requirement and experience should indicate progressively increasing responsibility. These positions will be revised according to the Committee recommendations and then reviewed in their revised form by the Committee for approval. 4. Update on Chief Executive Director Recruitment Counsel said they have received eleven applications for the CED position. Lindsey Moore asked the Committee when they would like to begin scheduling interviews. The Committee said they will do a first cut today in Closed Session. Board interviews will then be scheduled. CLOSED SESSION: Addressed out of agenda order 1. PERSONNEL ISSUES* Pursuant to California Government Code Section 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: Interim Chief Executive Director 2. CONFERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section District Negotiator(s) Counsel, Robert Kingsley Joe Thuesen, Interim Chief Executive Director Employee Organization(s) Teamsters Local 856 Teamsters Local CONFERENCE WITH LEGAL COUNSEL: Anticipated Litigation* Pursuant to California Government Code Section (b) The Board will meet in closed session to discuss significant exposure to litigation. One (1) potential case Closed session was convened at 10:20 a.m. Open session was reconvened at 11:11 a.m. The Committee engaged in a performance evaluation regarding the Interim Chief Executive Director. No action was taken. The Committee received an update regarding labor negotiations with Local 150 and Local 856. No action was taken. The Committee received an update regarding the Tyler/ New World lawsuit, but no action was taken. 15

16 The Committee also received an update regarding the Chief Executive Director recruitment. No action was taken. 5. ADJOURNMENT: The meeting was adjourned at 11:11 a.m. until the next regularly scheduled meeting of the Personnel Committee September 11, 2018 at 9:00 a.m. Respectfully submitted, Janice Parker Clerk of the Board Mike McLaughlin, Chairperson Maurice Johnson, Vice Chairperson 16

17 STAFF REPORT Sacramento Regional Fire/EMS Communications Center Systems Parkway, Sacramento, CA (916) Fax (916) DATE: August 28, 2018 TO: FROM: Governing Board Joseph Thuesen, Chief Executive Director Interim SUBJECT: Text-to-911 Deployment EXECUTIVE SUMMARY We are recommending that we implement text to 911 with all of our law enforcement (LE) partners who have now made the decision to implement on or before December 31, Exception is Folsom PD who is upgrading their phone system and will have it in place by end of 1 st quarter BACKGROUND In November 2017, All PSAP s were requested by State CAL OES 911 Office to provide their plan on Text-to-911 deployment by December 31, At that time, SRFECC Management declined implementation because several of our partner law enforcement agencies in Sacramento County were not in support of implementing a regional Text-to-911. On May 24th, 2018, SRFECC became informed that all Sacramento County LE Agencies had agreed to implement Text-to-911 and most had completed or were in process of completion by July 1, On May 30th, SRFECC advised board of Text development and would bring more information at next board meeting. On June 18th, 2018 SRFECC staff met with CAL OES 911 Office representatives and determined the following analysis. In August 2018, SRFECC staff reviewed EGPD operations and participated in Text-to-911 deployment. ANALYSIS Only two dispatchers at a time can use the system Provides Audible Alert that a text has been sent to PSAP 17

18 COMTECH has contract to assist with PSAP implementation WEB Based solution for our Center; normally a WINDOWS browser behind CAD is used; difficulty integrating with a COBOLT system IT would work with COMTECH for implementation (no reimbursement for costs associated) ECaTS records the text volume the same as telephony volume Training provided by COMTECH (no reimbursement provided for training costs) FISCAL IMPACT Licenses Costs for two concurrent licenses (or log- in s) is paid for by State of CA Training No reimbursement for training costs IT would work with COMTECH for implementation (no reimbursement for costs associated) IMPACT ON STAFF Training required for a four hour class for Train the Trainers Trainer then provide the training to Dispatchers on duty approximately 30 minutes Prohibits Dispatchers from multi-tasking on other types of calls, as they must remain focused on the incoming text. This is similar to receiving a TTY/TTD call whereby the information is needed to be typed into CAD as the information appears on your screen. The location information accompanying a Text-to-911 call is not equal to wireless voice call location technology, thus making it more difficult for dispatch to determine location text messages can take longer to receive; may be delivered out of order or may not be received at all; may increase the difficulty of the call and increases the workload. APPLICABLE POLICY OR LAW 2014 Senate Bill 1211 State of CA Memo from Office, November ATTACHMENTS 18

19 RECOMMENDATION Implement Text-to-911 by the deadline of December 31, 2018, if not sooner. Respectfully submitted, Joe Thuesen, J.D., M.P.A. Chief Executive Director Interim Sacramento Regional Fire/EMS Communications Center Systems Parkway Sacramento, CA (916) Main (916) Office (916) Cell jthuesen@srfecc.ca.gov Positive thinking leads to positive outcomes. 19

20 Total number of CAD incidents entered for July: 18,275 20

21 Average number of CAD incidents entered per day for July:

22 The following data is the telephony performance measures for the Sacramento Regional Fire/EMS Communications Center (SRFECC) during the month of July, 2018 for all incoming and outgoing calls to and from the Center on 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 June, 2018 dispatch staff processed 31,377 incoming calls and 8,283 outgoing calls for a total call volume of 40,019. Detailed Breakdown of Information Incoming Lines Emergency lines: 17,150 Seven-Digit Emergency lines (7DE): 4,569 Allied Agency/Alarm Companies: 3,804 Non-Emergency/Administrative (7DA) lines: 5,854 22

23 The following data represents incoming call distribution according to class of service. July totals: 17,199 incoming calls: 23

24 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 July, the dispatch team answered all calls on emergency lines within 15 seconds 98.16% of the time and answered within 40 seconds 99.63%. The following chart represents the Emergency Lines Answering Standard under NFPA-1221 (2016 ed.), Chapter 7, Section 7.4 Operating Procedures, Rule for identifying the compliance performance ratings. 24

25 o Customer Service Score Average* (Baseline Requirement of 95%) Overall Customer Service Score JUL: 100% Overall Customer Service Score FEB to JUL: 99.43% o Overall Compliance Score Average* (Baseline Requirement of 90%) Overall Compliance Score JUN: 99.3% Overall Compliance Score FEB to JUN: 97.69% *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. 25

26 13 Life Saves July On July 1 st, Dispatch Supervisor Julee Todd, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 2. On July 1 st, Call Taker Janet Tracy, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 3. On July 4 th, Dispatcher Jourdan Hitchings, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 4. On July 4 th, Dispatch Supervisor Julee Todd, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 5. On July 5 th, Dispatcher Michelle Goucher, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 6. On July 10 th, Call Taker Denise Tackett, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 7. On July 11 th, Dispatch Supervisor Tara Poirier, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 8. On July 13 th, Dispatch Recruit Eric Kizzie, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 9. On July 16 th, Call Taker Chrissy Stockman, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 10. On July 17 th, Call Taker Angela Stefenoni, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 11. On July 20 th, Dispatcher Katherine Shelton, while utilizing effective EMD instructions assisted the reporting party in providing life-saving child birth instructions. 12. On July 21 st, Call Taker Janet Tracy, while utilizing effective EMD instructions assisted the reporting party in providing life-saving child birth instructions. 13. On July 21 st, Dispatcher Katherine Shelton, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 26

27 Opened/Closed Records Per Category Date range 07/01/ /31/2018 Generated on 08/21/ :26 Category Opened SRs Closed SRs Total (Opened - Closed) CAD Communications Facility GIS Hardware Intrado Phone System Profile Software Total Service Records Closed July 2018 CAD Communications Software 17% Profile 4% CAD 26% Facility GIS Communications 4% Hardware Hardware 18% GIS 12% Facility 12% 0% Intrado Phone System Intrado Phone System 7% Profile Software 27