Meeting of the NORCOM Governing Board

Transcription

1 Meeting of the NORCOM Governing Board Bellevue City Hall, th Ave NE, Bellevue, WA Friday, January 8, :00 a.m. Room 1E Call to Order 2. Roll Call 3. Open Communications from the Public 4. Employee Recognition Agenda 5. Action Items A. Consent Calendar 1) Minutes from the 12/11/2015 Governing Board meeting 2) December Accounts Payable Approval Report 6. Old Business A. Fire Projects Update B. Police Projects Update C. E-911 Financial Stability Discussion D. User Fee Discussion Update E. Resolution 107 Fourth Amendment to Sotebeer Management Ventures, LLC 7. New Business A. Resolution 108 Authorizing the Executive Director to Contract for Banking Services B. Business Process Review C. Snoqualmie Pass Fire & Rescue Letter of Termination 8. Staff Reports A. Executive Director (Tom Orr) B. Deputy Director (Mike Mandella) C. Accreditation, Facilities & Continuity of Operations (Sheryl Mullen) D. Finance (Gwen Pilo) E. Technology (Dee Hathaway) 9. Committee Reports A. Joint Operating Board B. Finance Committee (Michael Olson) C. Strategic Planning Committee (Future Meetings Pending completion of ICRM, E911 Review) 10. Executive Session The Governing Board will hold an Executive Session pursuant to RCW (1)(g) to evaluate the qualifications of an applicant for public employment or to review the performance of a public employee. Note: The next Governing Board meeting is scheduled to on Friday, February 12, 2016 at 9:00a.m.in Bellevue City Hall, room 1E-108.

2 Meeting Minutes NORCOM Governing Board City of Bellevue, room 1E-108 December 11, 2015 Governing Board Reps Present: Steve Burns, Kurt Triplett, Ed Holmes, Jim Torpin, Greg Ahearn, Matt Cowan, Jay Wiseman, Chris Connor, Mark Risen, Greg Tryon, Bob Van Horne and Mark Correira. 1. Call to Order The NORCOM Governing Board was called to order by Jim Torpin, Governing Board Chair, at 9:00 a.m. on December 11, Roll Call Chair Torpin requested a roll call of present Governing Board members. A quorum was established. 3. Open Communications from the Public There were no requests to address the board. 4. Recognition Executive Director Tom Orr announced Mercer Island s Noel Treat resigned to return to work in the Seattle school district. Orr expressed appreciation for all Treat s service with NORCOM. 5. Action Items: Consent Calendar The Chair called for the motion to approve the items on the consent agenda. The items included on the consent calendar were minutes from the November 13, 2015 Governing Board meeting and Accounts Payable Approval Report for November 1 through November 30, 2015 (Accounts Payable Total: $1,003,246.12). The third and last item on the consent agenda was the disposal of assets. Bob Van Horne moved to approve the motion. Matt Cowan seconded the motion. Motion carried. 6. Old Business A. Fire Project Update IT Director Dee Hathaway said the ecbd interface was installed December 8 th and is running smoothly. Eastside Fire & Rescue is replacing modems in their units. The Zoll rollout is underway. The GIS database consolidation of two databases is ongoing. Hathaway said he s working with TriTech to schedule the conversion. B. Police Projects Update Hathaway said the New World/Tyler system (re-named as Tyler System due to recent acquisition), now has one priority 1 issue and six priority 2 issues outstanding. Two patches have been installed. NORCOM has not received a reason from New World/Tyler for the outstanding priority 1. Regarding the LInX, Hathaway said we are waiting to hear from Northup Grumman.

3 Meeting Minutes NORCOM Governing Board City of Bellevue, room 1E-108 December 11, 2015 C. E-911 Financial Stability Discussion Orr noted King County s Law Justice Emergency Management committee approved nominees that were up for consideration. They moved their nomination to King County council and they will meet December 14 th. Attorney Laura Hitchcock has been appointed to be the project manager. There will be a meeting January 13 th to focus on the IAG. D. Resolution Budget Adoption Gwen Pilo presented resolution 103, the adoption of NORCOM s 2016 budget. Chair called for the motion to pass resolution 103. A motion was made to pass resolution 103. Ed Holmes seconded the motion. Motion carried. 7. New Business A. Resolution 104 Redmond Principal Petition Orr noted the city of Redmond has petitioned to convert from a NORCOM subscriber to a NORCOM principal. Net effect is that Redmond will no longer pay the 6% subscriber fee, so there will be a reduction in revenues of about $42,000. There was a discussion about the financial mechanics. Pilo did confirm that Redmond s new principal status would start in January Chris Connor moved to pass resolution 104. Bob Van Horne seconded the motion. Motion carried. B. Resolution 105 SOP Salary and Benefits Pilo introduced resolution 105, which address changes to the NORCOM salary and benefit structure. One change is out-of-class pay. Anyone working out of class for more than five days will receive a 5% pay increase or the lowest step of whatever position they are filling. A second change regarded elective cashing out of accrued paid time off (PTO). The original document did not define cash out timing; this SOP clarifies that any cashing out of PTO may occur one time per year. Triplett moved to pass resolution 105. Van Horne seconded. Motion carried. C. Resolution 106 Seeking Consent to Overhire Orr said NORCOM is asking for permanent authority to overhire by two (FTEs) as needed. Orr said NORCOM is not seeing an immediate need to overhire, but the ability to overhire will prevent overtime and allow

4 Meeting Minutes NORCOM Governing Board City of Bellevue, room 1E-108 December 11, 2015 NORCOM to be more nimble in bringing on new hires. Orr noted that NORCOM has one academy in progress and another academy starting in January Chair asked if the current budget is being taken into account. Orr confirmed that NORCOM would not overhire if it could not be funded. Holmes motioned to pass resolution. Cowan seconded the motion. Motion carried. D. Resolution 107 Approving MOUs with Eastside Fire and Shoreline Chair noted resolution 107 regarding approving MOU with Eastside Fire and Shoreline has been pulled from today s agenda. Connor asked for background. Hathaway explained that NORCOM needed some clarifying language. There was a discussion on the ESO interface. King County s Michele Plorde said that King County is currently doing ESO interface as well. E. Vice Chair Vacancy Appointment Chair noted that the resignation of Treat leaves a vacant vice chair position. Triplett said Marilynne Beard would be willing to be the vice chair. Van Horne said that while Beard would be new to the process, she d be surrounded by a supportive group that would help her succeed. There was discussion about reviewing bylaws on the topic of who is eligible to be elected to a position on the board. Holmes moved to elect Beard as vice chair. Cowan seconded the motion. Motion carried, Beard is the new NORCOM Governing Board s vice chair. F. Invitation to Bellevue Mayor Claudia Balducci Chair noted that Claudia Balducci was elected to replace Jane Hague on the King County Council. NOROCM is extending an invitation to Council Member Balducci to attend the next Governing Board meeting in January. G. Tim Clemans Public Disclosure Request Orr explained the recent Tim Clemans PDR is one of the most all-encompassing disclosure requests NORCOM has seen. Orr introduced attorney Matt Segal from Pacifica Law Group for an update. Segal said NORCOM staff have communicated with Clemans in the appropriate timeframe. NORCOM does hope to meet with Clemans after the holidays to find out how we can best assist him. Segal noted that the city of Seattle sent Clemans a letter on December 7 th denying the Clemans request for all public records. Seattle estimated it would take Clemans over 330 years just to view police videos that are currently on file.

5 Meeting Minutes NORCOM Governing Board City of Bellevue, room 1E-108 December 11, 2015 There was a discussion about delivery of data, costs of data collection and redaction. Part of the Clemans request is that agencies must keep all data (vs. current method of deleting audio recordings every 90 days). Orr expressed concerns regarding hardware storage expenses. 8. Staff Reports A. Executive Director Tom Orr Orr said he had met with Jay Wiseman and gave Wiseman the floor to share new information. Wiseman said he has been looking at merging Cle Elum and Roslyn fire districts. One possibility is that Snoqualmie Pass may be dispatched by Kittcom, so there s a chance that Snoqualmie Pass will leave NORCOM in the beginning of Chair asked if there were any questions regarding the staff reports. There were none. 9. Committee Reports A. Joint Operating Board Orr noted the prior Joint Operating meeting was cancelled. The next meeting will be discussing appointing a new chair. B. Finance Committee Michael Olson had a brief report. The Finance Committee met on December 3rd to discuss the user fee study implementation and a take a detailed look at the tech cost allocation model. Olson stated they are reviewing how tech costs are allocated to determine if they should recommend a change. The Finance Committee will meet again December 30th and will bring a recommendation to the board January 8th. C. Strategic Planning Committee The committee is on hiatus. No discussion. 10. Executive Session The Chair requested an executive session pursuant to RCW (1)(g) to discuss the performance of a public employee. The session began at 10:23 a.m. and was expected to last 20 minutes. It was extended at 10:43 a.m. for 10 minutes. It was again extended at 10:53 a.m. for 5 minutes. Deanna Gregory, attorney for Pacifica Law Group, attended the executive session. The executive session concluded at 10:55 a.m. and the Governing Board adjourned at 10:57 a.m. Approved by: Chair Attest: Secretary

6 Accounts Payable, Payroll, Electronic and Manual Payments Totalling: Checks by Date - Detail by Check Date Report aftached l, the undersigned, do hereby certiry under penalty ol perjury that the materials have been fumished, the services rendered or the labor performed as described herein, that any advance payment is due and payable pursuant to a contract or is available as an option for full or partial fulfillment of a contractual obligation and that the claim is a just, due and unpaid obligation against NORCOM, and that lam authorized to authenticate and cedify said claim. Michael Oison, Treasurer We, the undersigned NORCOM Board Members, do hereby certiry that claims in the amount detailed above are approved. Date Date

7 Date Check No!'endor No Invoice No Vendor Name Reference CDW-GOVERNMENT INC USBs for IT Replacement Infrastnrcture Servers (5) Replacement Infrastructure Servers (5) Replacement Infrastructue Servers (5) Replacement Infrastructure Servers (5) Replacement Infrastructure Servers (5) Replacement Infrastructure Servers (5) Replacement Infrastnrcture Servers (5) Replacement Infrastructure Servers (5) Replacement Infrastructure Servers (5) Replacement Infrastructure Servers (5) Replacement Infrastructure Servers (5) Replacement Infrastruchrre Servers (5) Replacement Infrastructure Servers (5) Replacement Infaastructure Servers (5) Replacement Infrastructure Servers (5) Replacement Infiastructure Servers (5) CENTURYLINK November 2015 Snoqualmie EU Circuit CENTURYLINK November 20 I 5 Telephone Service CENTURYLINK November 20 I 5 Telephone Service Page I

8 Check No VendorNo Invoice No Vendor Name Description Check Date Reference AP Checks by Date - Detail by Check Date (12, l:33 AM) Page2

9 Check No Vendor No Invoice No!'endor Name Description Check Date Reference Check Amount AP Checks by Date - Detail by Check Date ( I 1:33 AM) Page 3

10 Check No Vendor No Invoice No Vendor Name Description Check Date Reference January 2016 Supplemental Ins Premiums AP Checks by Date - Detail by Check Date (l2l3ol2$l5 I 1:33 AM) Page 4

11 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount PPE HSA Contributions Payable Improvements - New office/soundproofi ng/ligh Page 5

12 Vendor Name Description Check Date Reference October 2015 Legal Services (Tritech Contractin October 2015 Legal Services (Utility) October 2015 Legal Services (Special Counsel) AP Checks by Date - Detail by Check Date ( l:33 AM) Page 6

13 Check No Vendor No Invoice No Vendor Name Description Check Date Reference SPRINT November 2015 IT Equipment November 2015 IT Wireless Service November 2015 Supervisor Wireless Service LINITED STATES POSTAL SERVICE 2016 PO BoxAnnual Renewal LINUM lanuary 2016 Long Term Care US BANK CORPORATE PAYMENT SYS 12130/2015 Console Door Seal Set November Postage Machine NENA/CMCP Registration - Mullen Lee Soptich - Recognition Total for Check Number I 582 I : Page 7

14 Check No V'endor No Invoice No!'endor Name Description lt Recycling/Flard Drive Destruction Wall calendar Post-It Notes/Copy paper Kleenex Disenfecting Wipes Keyboard - Croisier Labels Pens Dishwashing Soap SS Tumbler - Jenkins Coat Hook Mounting putty CD Cases - Public Disclosure Lee Soptich - Recognition Lee Soptich - Recognition Governing Board Meeting Goveming Board Meeting Goveming Board Retreat Bottled Water November 2015 NOTIS December Postage Postage - Holiday Cards Charged in Error - Credit on next statement Postage Noel Treat - Recognition 3rd Quarter Perpetual Plaque NENA/CMCP Registration - Hathaway Business Cards - Croisier CD's - Public Disclosure Annual Report Filing Fee November 2015 Webex Classification folders Wall calendar/copy paper Stamps Kleenex Labels November 2015 Admin/IT Parking November 2015 CRAIT Parking December 2015 CRAI T Parking December 2015 Admin/lT Parking December 2015 CRAIT Parking December 2015 Admin Parking November 2015 Toggl November WavePad Sound Editor Standard Express Scribe Professional Server Monitoring Support & Maintenance 2016 Wondershare QuizCreator Check Date Reference Check Amount AP Checks by Date - Detail by Check Date ( I 1:33 AM) Page 8

15 Invoice No Vendor Name Description December Cell Phone Service December 20 I 5 Cell Phone Service Check Date Reference Report Total (72 checks): Page 9

16 NORCOM Governing Board Agenda Summary MEETING DATE: January 8, 2016 SUBJECT: Resolution Professional Services Contract - Sotebeer Management Ventures, LLC Fourth Amendment FROM: Tom Orr, Executive Director Reviewed by: X Director X Finance Manager X Attorney HISTORY: In March of 2014 a Professional Services agreement was entered into with Scott Sotebeer, Sotebeer Management Ventures, LLC, to represent NORCOM during PSAP E-911 Fund Financial Stability Discussions (formerly known as the PSAP Future Configuration discussions), including the preparation for and attendance at meetings, and other related activities as requested by the NORCOM Executive Director, up to 90 hours plus expenses ($16,750). In October 2014 the first amendment to the agreement was approved (Resolution 80) for an additional 200 hours ($31,000) plus expenses, a second amendment (Resolution 86) was approved in February of 2015 for an additional 90 hours ($11,750) and a third amendment was approved in September 2015 for an additional 190 hours (resolution 99). Scott was selected for this consulting role based on his long-term experience working within King County government as well as in advising agencies navigating through complex intergovernmental discussions. Scott Sotebeer served as the Chief Staff Officer for the King County Sheriff s office for 16 years and holds a PhD and MBA. At present he operates Sotebeer Management Ventures and is a founding member of USA Strategics. The Executive Director was very familiar with Scott s expertise and knowledge particularly with respect to King County processes and having previously worked with Scott Sotebeer at the King County Sheriff s Office and as a member of the USA Strategics team prior to his appointment as the NORCOM Executive Director. Scott has brought great value not only to NORCOM but to the other King County PSAPs in providing timely and relevant advice as well as in facilitating communications at all levels of local government. The scope of the initial contract was for Scott to represent and advise NORCOM throughout the Discussions. With the recent County Budget Proposal to cut PSAP funding by $2.3 million, the scope, nature and tenor of the Discussions has expanded and continues to expand requiring advice and assistance throughout the County budget process. At the end of December there were 38 billable hours remaining on the contract. Scott s continued involvement is critical and important to assuring that the three new groups established by County Ordinance will be implemented in accordance with the Ordinance. It

17 is anticipated that the need for Scott s involvement will cease as the groups enter into an established routine. No additional funding is being requested. PROPOSAL: Amend the Professional Services agreement extending the term of the agreement to December 31, FISCAL IMPACT: NORCOM will carry forward any funds remaining on this contract at the end of 2015 to RECOMMENDED MOTION: I MOVE TO APPROVE RESOLUTION NUMBER 107 APPROVING A FOURTH AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN NORCOM AND SOTEBEER MANAGEMENT VENTURES, LLC. Ayes Nays

18 Resolution 107 A RESOLUTION OF THE GOVERNING BOARD OF NORCOM APPROVING A FOURTH AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN NORCOM AND SOTEBEER MANAGEMENT VENTURES, LLC. WHEREAS, NORCOM and Sotebeer Management Ventures, LLC (the Consultant ) previously entered into an Agreement for Professional Services, as amended (the Agreement ), pursuant to which the Consultant has agreed to represent NORCOM during PSAP Future Configuration discussions, including the preparation for and attendance at meetings and other related activities as requested by the NORCOM Executive Director, up to 570 hours plus expenses; and WHEREAS, the Governing Board now desires to amend the Agreement to extend the terms of the agreement to December 31, 2016, as provided herein: NOW, THEREFORE, BE IT RESOLVED by the Governing Board of NORCOM as follows: Section 1. Authorization of Third Amendment. The Governing Board hereby approves the Fourth Amendment to Agreement for Professional Services, substantially in the form attached hereto as Exhibit A (the Fourth Amendment ), between NORCOM and the Consultant. The Executive Director is hereby authorized to execute the Fourth Amendment with such modifications and revisions as determined to be necessary by him and legal counsel to NORCOM. Section 2. Further Authority; Prior Acts. All NORCOM officials, their agents, and representatives are hereby authorized and directed to undertake all action necessary or desirable from time to time to carry out the terms of, and complete the transactions contemplated by, this resolution. All acts taken pursuant to the authority of this resolution but prior to its effective date are hereby ratified and confirmed. Resolution 107 Amending the Professional Services Agreement with Sotebeer Management Ventures, LLC

19 Section 3. Effective Date. This resolution shall take effect immediately upon its passage and adoption. Passed by a majority vote of the Governing Board in an open meeting on this 8th day of January, Signed in authentication thereof on this 8th day of January, Chair Attest: 2 Resolution 107 Amending the Professional Services Agreement with Sotebeer Management Ventures, LLC

20 Exhibit A Form of Fourth Amendment (attached)

21 THIRD AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES THIS FOURTH AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES (this Amendment ) is entered into as of the date below written between the North East King County Regional Public Safety Communications Agency ( NORCOM ) and Sotebeer Management Ventures, LLC ("Consultant" and together with NORCOM, the Parties ). This Amendment is intended to amend that certain Agreement for Professional Services between the Parties dated September 11, 2015, as amended (the Original Agreement ). SECTION I. AMENDMENT TO ORIGINAL AGREEMENT A. Section 2 (PAYMENT); Attachment B. Section 2 of the Original Agreement and Attachment B are hereby replaced in their entirety with the following: 2. PAYMENT A. NORCOM shall pay Consultant for such services: (check one) [ ] Hourly, plus actual expenses, but not more than a total of $0.00 for consulting services and $0.00 for actual, reasonable and substantiated expenses as indicated on Attachment B; [ ] Fixed Sum: a total amount of $84,200 for up to 570 hours of services provided for in Section 1 and actual, reasonable, and substantiated expenses, all as indicated in Attachment B. [ ] At the hourly rate shown in Attachment B, when authorized by a Task Order from NORCOM, for all services performed and expenses incurred under this Agreement. B. Consultant shall submit invoices each month for services performed in a previous calendar month in a format acceptable to NORCOM. Each activity and each task within a project shall be referenced on the invoice. Consultant shall maintain time and expense records and provide such records to NORCOM upon request. C. All approved invoices shall be paid by NORCOM within forty-five (45) days of receipt of a proper invoice. D. Consultant shall keep cost records and accounts pertaining to this Agreement available for inspection by NORCOM representatives for Page 1 of 4 NORCOM Sotebeer Management Ventures, LLC

22 three (3) years after final payment. Copies shall be made available on request. E. If the services rendered do not meet the requirements of this Agreement, Consultant shall correct or modify the work to comply with this Agreement. NORCOM may withhold payment for such work until it meets the requirements of this Agreement. B. Section 4 (TERM AND TERMINATION OF AGREEMENT). Section 4 of the Original Agreement is hereby replaced in its entirety with the following: 4. TERM AND TERMINATION OF AGREEMENT A. Unless extended by the Parties, this Agreement shall remain in effect until December 31, 2016, or until final payment for the services is made by NORCOM, whichever comes later. B. This Agreement may be terminated by either Party without cause upon 30 days written notice, in which event all finished or unfinished documents, reports, or other material or work of Consultant pursuant to this Agreement shall be submitted to NORCOM, and Consultant shall be entitled to just and equitable compensation at the rate set forth in Paragraph 2 for any satisfactory work completed prior to the date of termination. SECTION II. RATIFICATION AND CONFIRMATION All other terms and conditions of the Original Agreement are hereby ratified and confirmed. SECTION III. EFFECTIVE DATE. This Fourth Amendment shall be effective as of the date written below. Page 2 of 4 NORCOM Sotebeer Management Ventures, LLC

23 IN WITNESS WHEREOF, the Parties have executed this Third Amendment as of, CONSULTANT NORCOM By: Name: M. Scott Sotebeer By: Name: Thomas R. Orr Title: Sotebeer Management Ventures, LLC /2 Third Avenue Seattle, WA WA UBI # EIN: Title: Executive Director NORCOM PO Box Bellevue, WA Approved as to Form Only: By: Pacifica Law Group LLP Page 3 of 4 NORCOM Sotebeer Management Ventures, LLC

24 Attachment B Consultant Rates & Reimbursable Expenses The following language shall replace the language in Attachment B of the Original Agreement in its entirety: Work provided by Consultant to NORCOM shall be compensated at a flat fixed price of $84,200 for up to 570 hours of services under this Agreement, including travel time. Hourly work shall be billed in.25 hour increments. Payment for any work performed in excess of 570 hours of services shall be provided for by an amendment to this Agreement or pursuant to a separate professional services agreement between the Parties. Consultant shall be reimbursed by NORCOM for the following expenses which are incurred to complete the work described above. To receive reimbursement, Consultant shall provide evidence of the expenses to NORCOM. Reimbursable expenses may include: reasonable (1) travel expenses, including but not limited to mileage and meals; and (2) other expenses, including but not limited to copies, printing, and postage. Consultant shall submit invoices to NORCOM for payment of fixed price plus the actual expenses as provided in Section 2 of the Agreement. Page 4 of 4 NORCOM Sotebeer Management Ventures, LLC

25 NORCOM Governing Board Agenda Summary MEETING DATE: January 8, 2016 SUBJECT: Resolution 108-Authorizing the Executive Director to contract for Banking Services FROM: Gwen Pilo, Finance Manager Reviewed by: X Director X Finance Manager X Attorney HISTORY: On October 22, 2015, Bank of America notified NORCOM they would be terminating their banking relationship with NORCOM in 90 days due to operational changes they recently had to make. Bank of America is terminating banking relationships with more than half of their government accounts due to regulations that were put into place after the economic downturn of After researching the current needs of NORCOM for banking services, an RFP for such services was created and posted on November 2, Three responses were received on December 4, 2015 and two respondents were selected for an interview. PROPOSAL: The Finance Committee recommends the Executive Director sign a four year contract with Washington Federal due to the low cost of services and the opportunity for a higher return on deposits. FISCAL IMPACT: There are no anticipated costs as Washington Federal will provide a $250 credit for startup supplies and NORCOM uses an Analyzed bank account where the deposits earn credit toward the fees incurred. NORCOM intends to utilize Washington Federal s interest bearing account which pays 0.30% interest on balances greater than $2,000,000 and should result in approximately $6,000 in annual interest. RECOMMENDED MOTION: I MOVE TO APPROVE RESOLUTION 108 APPROVING A BANKING SERVICES AGREEMENT BETWEEN NORCOM AND WASHINGTON FEDERAL. Ayes Nays

26 Resolution 108 A RESOLUTION OF THE GOVERNING BOARD OF NORCOM APPROVING A BANKING SERVICES AGREEMENT BETWEEN NORCOM AND WASHINGTON FEDERAL. WHEREAS, NORCOM submitted a request for proposals for banking services on November 2, 2015 (the RFP ); and WHEREAS, after reviewing responses to the RFP and conducting interviews, the NORCOM Finance Committee recommends entering into a banking services agreement with Washington Federal; and WHEREAS, the Governing Board now desires to approve a banking services agreement with Washington Federal as provided herein; NOW, THEREFORE, BE IT RESOLVED by the Governing Board of NORCOM as follows: Section 1. Authorization of Agreement. The Governing Board hereby approves the Banking Services Agreement between NORCOM and Washington Federal substantially in the form attached hereto as Exhibit A (the Agreement ). The Executive Director is hereby authorized to execute the Agreement with such modifications and revisions as determined to be necessary by him and legal counsel to NORCOM. Section 2. Further Authority; Prior Acts. All NORCOM officials, their agents, and representatives are hereby authorized and directed to undertake all action necessary or desirable from time to time to carry out the terms of, and complete the transactions contemplated by, this resolution. All acts taken pursuant to the authority of this resolution but prior to its effective date are hereby ratified and confirmed. Section 3. Effective Date. This resolution shall take effect immediately upon its passage and adoption. Passed by a majority vote of the Governing Board in an open meeting on this 8th day of January, Signed in authentication thereof on this 8th day of January, Chair Attest: Resolution 108 Agreement with Washington Federal

27 Exhibit A Banking Services Agreement (attached)

28 Banking Services Agreement BANKING SERVICES AGREEMENT PROVISIONS FOR NORTH EAST KING COUNTY REGIONAL PUBLIC SAFETY COMMUNCATIONS AGENCY (NORCOM) The North East King County Regional Public Safety Communication Agency, a Washington nonprofit corporation and instrumentality of its member governments, (hereinafter NORCOM") and Washington Federal, whose address is 425 Pike Street, Seattle, WA (hereinafter the "Financial Institution", agree and contract as follows: 1. SERVICES BY FINANCIAL INSTITUTION A. The Financial Institution agrees to perform the services described in this proposal, which attachment is incorporated herein by reference. B. All services, and all duties incidental or necessary thereto, shall be conducted and performed diligently and completely and in accordance with professional standards of conduct and performance. 2. COMPENSATION A. The total compensation to be paid to the Financial Institution shall be detailed in Attachments A. The above fees include all labor, materials and expenses required for the completion of these services. B. Payment to Financial Institution by NORCOM in accordance with the above shall be the total compensation for all work performed under this agreement and supporting documents hereto as well as all subcontractor's fees and expenses, supervision, labor supplies, materials, equipment or the use thereof, reimbursable expenses, and other necessary incidentals. C. The Financial Institution shall be paid based on the acceptance of the proposed compensation. D. NORCOM shall have the right to withhold payment to the Financial Institution for any service not completed in a satisfactory manner until such time as the Financial Institution modifies such service to the satisfaction of the NORCOM. E. Unless otherwise specified in this Agreement, any payment shall be considered timely if a check is mailed or is available within 45 days of the date of actual receipt by NORCOM of an invoice conforming in all respects to the terms of this Agreement. 1

29 3. TERMINATION OF AGREEMENT NORCOM reserves the right to terminate or suspend this Agreement at any time, with or without cause, by giving forty-five (45) days notice to the financial institution in writing. In the event of termination, all finished or unfinished reports, or other material prepared by the Financial Institution pursuant to the Agreement shall be provided to NORCOM. In the event NORCOM terminates this agreement prior to completion without cause, the Financial Institution may complete such analyses and records as may be necessary to place its records in order. The Financial Institution shall be entitled to receive just and equitable compensation of any satisfactory services completed prior to the date of suspension or termination, not to exceed the compensation set forth above. Should the Financial Institution desire to terminate this agreement, written notice of 120 days is required. 4. OWNERSHIP OF WORK PRODUCT Ownership of the originals of any reports, data, studies, surveys, charts, maps, drawings, specifications, figures, photographs, memoranda, and any other documents which are developed, compiled or produced as a result of this agreement, whether or not completed, shall be vested in NORCOM. Any reuse of these materials by NORCOM for projects or purposes other than those which fall within the scope of this agreement or the project to which it relates, without written concurrence by the Financial Institution will be at the sole risk of NORCOM. 5. GENERAL ADMINISTRATION AND MANAGEMENT The Finance Manager or the Accounting and Benefits Specialist for NORCOM shall review and approve the Financial Institutions charges to NORCOM under this Agreement, shall have the primary responsibility for overseeing and approving services to be performed by the Financial Institution, and shall coordinate all communications with the Financial Institution from NORCOM. 6. CONTRACT PERIOD The Banking Services Agreement is to extend for a period of four years beginning on February 1, 2016 with 2 two year options to renew the Agreement. NORCOM in order to exercise its renewal option will need to do nothing. At the end of this period, NORCOM may choose to negotiate a renewal option or to request additional proposals. 7. SUCCESSORS AND ASSIGNS The Financial Institution shall not assign, transfer, convey, pledge, or otherwise dispose of this agreement or any part of this agreement without prior written consent of NORCOM. 2

30 8. NONDISCRIMINATION The Financial Institution shall, in all hiring or employment made possible or resulting from this agreement, take affirmative action to ensure that there shall be no unlawful discrimination against any employee or applicant for employment because of sex, race, age, color, creed, national origin, marital status or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to but not be limited to the following: employment, advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status, or the presence of any sensory, mental or physical handicap. 9. HOLD HARMLESS/INDEMNIFICATION The Financial Institution agrees to indemnify, defend, and save harmless NORCOM and its officers, agents, and employees, from any claim, real or imaginary, filed against NORCOM or its officers, agents, or employees, alleging damage or injury arising out of the subject matter of this Agreement; provided, however, that such provision shall not apply to the extent that the damage or injury results from the fault of NORCOM or its officers, agents, or employees. "Fault" as herein used shall have the same meaning as set forth in RCW LIABILITY INSURANCE COVERAGE The Financial Institution will, at the Financial Institution's sole expense, obtain and maintain during the life of this Agreement, policies of comprehensive general liability insurance, each with combined single limits of not less than $1,000,000 per occurrence. Any policy of required insurance on a claims made basis shall provide coverage as to all claims arising out of the services performed under the contract and filed within three (3) years following completion of the services so to be performed. A failure to obtain and maintain such insurance or to file said certificates shall be a material breach of this Agreement. 11. COMPLIANCE WITH LAWS The Financial Institution shall comply with all applicable State, Federal and City laws, ordinances, regulations, and codes. 12. FUTURE SUPPORT 3

31 NORCOM makes no commitment and assumes no obligations for the support of Financial Institution activities except as set forth in this Agreement. 13. INDEPENDENT CONTRACTOR The Financial Institution is and shall be at all times during the term of this agreement an independent contractor. 14. EXTENT OF AGREEMENT/MODIFICATION This Agreement, together with all attachments and addenda, represents the entire and integrated Agreement between the parties hereto and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended, modified or added to only by written instrument properly signed by both parties hereto. 15. ADDITIONAL WORK NORCOM may desire to have the Financial Institution perform other services in connection with the banking relationship other than provided for by the express intent of this contract. Any such services shall be considered as additional work, supplemental to this Agreement. Additional work shall not proceed unless so authorized in writing by NORCOM. Authorized additional work will be compensated for in accordance with a written supplemental Agreement between NORCOM and the Financial Institution. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the dates written below: FINANCIAL INSTITUTION: NORCOM: By: Title: Date: By: Title: Date: APPROVED AS TO FORM: Attorney Date: 4

32 Governing Board Executive Director Report Page 1 of 1 MEMORANDUM To: Governing Board From: Tom Orr, Executive Director Date: January 4, 2015 Subject: General Update Governing Board Meeting January 8, King County E-911 Ordinance NORCOM has been participating in numerous meetings and conferences related to the stand-up of the three new groups created by County Ordinance. The Project Coordination Team (PCT) has been appointed and developed a Charter. The Project Coordination Team will soon finalize an RFP for a facilitator for both the PCT and the Leadership Group (LG). The Interim Advisory Group (IAG) has been working to develop an agenda for an initial discussion scheduled to take place on January 13 at Bellevue City Hall. The IAG plans to develop a charter, retain a facilitator and begin operations in February. 2. Significant Public Disclosure Request Tim Clemmons responded to NORCOM s invitation to a meeting to discuss details regarding his significant public disclosure request. The meeting is scheduled for later in January. 3. Fee Restructuring NORCOM will be updating the Governing Board with additional research in January. At the February meeting, NORCOM will be seeking Governing Board direction on any changes to the fee structure for Termination Notice from Snoqualmie Pass Fire & Rescue As briefed at the December meeting, Snoqualmie Pass Fire & Rescue is in discussion with a number of Kittitas County emergency response agencies regarding the formation of a Regional Fire Authority. The formation of a Regional Fire Authority (RFA) in Kittitas County may require that the RFA contract with KITCOM for emergency communication services. Accordingly, Snoqualmie Pass Fire & Rescue has submitted formal written notice that it will terminate its contract with NORCOM effective January 1, Snoqualmie Pass Fire & Rescue has assured NORCOM that it is very pleased with NORCOM s service and will involve NORCOM in discussions and consideration for providing emergency communications services to the new RFA.

33 Governing Board Deputy Director Report Page 1 of 4 MEMORANDUM To: Governing Board From: Mike Mandella, Deputy Director Date: January 8, 2016 Subject: General Update Governing Board Meeting January 8, The Year in Review This month s report is in a slightly different format. As I reflected on the year, it was apparent that the typical Governing Board Deputy Director report has not, nor could it, give a sense of the many accomplishments that our excellent staff achieved in Hence, this report for your review. 911 Phone System Upgrade: NORCOM s old analog telephone system was replaced by a new next-generation digital system by King County in December The newly installed system began experiencing serious problems within four (4) days of installation. NORCOM staff, along with staff from the King County E-911 Program Office, Intrado and Century Link conducted bi-weekly telephone conference calls to review each item reported by call-receivers that were considered a problem. In total, there were 77 reported issues of a problem nature, requiring a total of seven (7) updates to the system software. At this time, there are but a few items remaining. The system is stable, but software patches for the final two (2) items of significance have not yet been fully tested for acceptance. Once accepted, the patches will be installed, requiring call-receiving to be conducted at the Redmond satellite facility. This is projected to take place in mid to late January Logging Recorder Radios: All of NORCOM s logging recorder 800 MHz radios were replaced in 2015, with the majority of costs borne by EPSCA and Motorola. This project was necessary due to the fact that the old radios could no longer be supported by Motorola. In all, a total of 42 radios were installed. NORCOM opted to install a more current version of the radios, given that the radios Motorola would have liked to install were only one year from reaching an end of life status. The upgrade cost was approximately $ Recording System RFP: A Request for Proposals (RFP) was issued and a contract negotiated for the replacement of our outof-date recorder system. The Recorder system is used to record all radio transmissions captured on the new logging radios and, phone calls from 911 or 10-digit emergency lines. The new recorder requires the system to be capable to save the recorded voice for up to 90 days. In addition, and to

34 Governing Board Deputy Director Report Page 2 of 4 be in a position to accommodate text-to-911 in the future, the new recorder is expandable to record and retain this type data for 90 days as well. The successful bidder was WesTek Marketing, a re-selling agent for the VPI recorder products. Funding for this project is in the equipment replacement fund. TriTech Upgrade: The TriTech CAD was upgraded to version 5.5 from 4.5 in August This was a necessary upgrade, given the fact that the CAD had not been upgraded for quite some time. This upgrade was tested thoroughly and the installation and deployment in the live environment went exceedingly well. SOP s and Operational Bulletins: During the course of the year, all of NORCOM s operational Policies and Procedures were updated to reflect the many changes to our Police and Fire response needs. Changes to procedure or protocol are now reflected in an Operational Bulletin. In all a total of 56 Operational Bulletins were created. Police Liaison Position: In mid-year, a minor organizational re-alignment took place, which added a position of Police Liaison. This position, designed to better accommodate the specific needs of all our police agencies and to better coordinate the unique needs of each agency, has proved valuable in not only that regard, but has also provided for better coordination and uniformity between all the supervisors in operations. Given the proven and positive effect of this position, we look forward to implementing the same or similar position in 2016 to coordinate the fire agency needs. Tactical Dispatch Deployments: The Joint Operations Board recommended, and the Governing Board approved, the development of a NORCOM Tactical Dispatch Team. In 2015, this team deployed twice for general training, four (4) times for training with Bellevue Police, once each for training with Kirkland and Mercer Island Police and four (4) times for SWAT call-outs with the Bellevue Police Department. Contract Negotiations: A new collective bargaining agreement was negotiated in 2015, the terms of which were satisfactory to each party. Negotiations were intended to be professional and collegial and with the help of Rhonda Hilyer of Agreement Dynamics, all negotiation sessions utilized the Interest Bargaining method. Rhonda led a 3-day training session that was required of all participants involved in the negotiations. This proved valuable in two (2) ways: a successful conclusion after 11 sessions and the fostering of even stronger labor/management relations. Training: As with most public safety disciplines, training initial and recurrent is a must. In 2015, the Training section provided the following: - 52 Weekly Readers, a narrative followed with a short quiz. Participation is mandatory for all.

35 Governing Board Deputy Director Report Page 3 of 4 - Conducted four (4) simulation exercises, two police-related and two (2) fire related - One police simulation exclusive to Kirkland Police - One simulation in conjunction with the Eastside Metro Training Group (EMTG) - 42 telecommunicators and seven (7) supervisors attended a total of 94 training opportunities - Three (3) call receiving academies were conducted in 2015, training a total of 14 new hires Turnover, Recruitment and Hiring: The turn-over rate for PSAP s nationally typically runs between 17 and 21%. Although NORCOM experienced the loss of several telecommunicators in 2015, the turn-over rate was well below that national and local average. The turn-over rate can be expected to remain constant. The response to any turn-over is hiring. Speed, agility and creativity in response to filling vacant positions will remain the key focus moving forward. As reported previously, a recruit academy (CRA 16) of six (6) was hired in July, These recruits completed the basic Call Receiving Academy (CRA) and are out on the floor with a Communications Training Officer (CTO) answering 911 calls under careful supervision. Three (3) have already been released to answer calls without supervision and have been assigned to their shifts, providing quite a bit of relief to the overtime strain caused by turn-over. It is anticipated that the remaining three (3) recruits of CRA 16 will be ready to answer 911 calls on their own within the next few weeks. Another recruit academy of seven (7), CRA 17, began on October 21, 2015 and six (6) are in the third week of the 10-week basic call-receiving academy. One recruit experienced a medical issue causing him to likely be re-assigned to the next CRA starting in January. With the addition of these seven (7) new-hires, the FTE count for telecommunicators is now 60.5, or conversely, down 1.5 FTE s. Another recruit academy of three (3) will begin January 11, As reported in previous reports, telecommunicator hiring has improved significantly. Most significantly, the time between each phase of the hiring process has been condensed, and the length of time to conduct a thorough background check has been shortened, without compromise to the background investigation content. The following chart is a depiction of the manner by which the phases of the hiring process is tracked. This type information is helpful in predicting the number of successful candidates over all seven (7) phases of the hiring process.

36 Split Ear First Interview SAR Background Polygraph Psych Final Interview Governing Board Deputy Director Report Page 4 of 4 Projected Date Hireable Statistical Chance for Process Completion Pass Rate 77.11% 64.06% 57.14% 62.50% 80.95% 92.86% % Average Time (in days) Candidate 1 hired % 2 scheduling 12/22/ % 3 12/7/ /7/ % 4 scheduling 12/22/ % 5 scheduling 12/22/ % 6 scheduling 1/5/ % 7 scheduling 1/5/ % 8 scheduling 1/5/ % 9 11/13/ /13/ % 10 12/12/2015 1/13/ % Current Staffing Deficit 1.5 Estimated CRA18 Start Date 1/11/2016 Estimated Hiring Pool 8.05 Tentative Academy Size 3.00 Efforts to recruit, screen and hire a Human Resources Administrator continue and we are now exploring the possibility of utilizing a temp from Parker Services, a local recruiting company. The day-to-day Human Resources functions continue to be managed by select existing staff.

37 MEMORANDUM To: From: NORCOM Governing Board Sheryl Mullen - Accreditation, Facilities, and Continuity of Operations Manager Date: December 31, 2015 Re: Staff Update as of December 31, 2015 Performance Measurement Data through November is included in packet. December report has not yet been completed and is part of year-end review of performance and preparation for the annual report. 1. Activity Since Last Report a. Facilities i. Construction is complete on the new bathroom (see photo to the right). ii. Sediment in Water in Kitchen NORCOM has been working with the City of Bellevue to identify a source of the sediment that appears in the water associated with an insta-hot faucet in the kitchen. Troubleshooting is continuing with the problem occurring intermittently. iii. Temperature Irregularities in Comm Room NORCOM is working with City of Bellevue to better regulate temperatures in the communications center. This is an ongoing issue as we try to meet the temperature needs of many people in an equipment rich environment. iv. Quiet Room Updating A new sofa and tables were purchased for the quiet room (see photos below). NORCOM is continuing to work to make that space a more relaxing room for personnel to take a break and relax.

38 Board Report Page 2 of 3 b. Accreditation i. Continued monitoring of NORCOM practices and procedures for CALEA compliance in anticipation of NORCOM s beginning of the self-assessment portion of the CALEA accreditation process. c. Continuity of Operations i. A draft COOP has been provided to a small representative group of NORCOM personnel to review. A tabletop meeting was conducted August 7 th. As a result of this meeting, modifications to the draft are being completed with another meeting to continue review being scheduled. d. Miscellaneous i. Continued involvement with Employee Recognition Committee, NORCOM On Track (Wellness Committee), and Safety Committee. ii. Continued attendance at City of Bellevue Emergency Management Committee meetings. iii. Bellevue City Hall Security Team I have been asked to attend meetings beginning January 12 th. The team is made up of representatives from City of Bellevue Departments. The purpose is to Develop and maintain a comprehensive approach to security at City facilities for protection of employees and citizens, to assess potential threats and develop facility and operational approaches to mitigate and respond to them, and to increase staff awareness and knowledge of how to recognize, prevent, and respond to potential threats. HAPPY NEW YEAR from the NORCOM Team!

39 GO HAWKS! Board Report Page 3 of 3

40 Finance Board Report Page 1 of 1 MEMORANDUM To: NORCOM Governing Board From: Gwen Pilo, Finance Manager Date: Current as of December 31, 2015 Re: Staff Update Current/Ongoing Events NWS Settlement Agreement Payments NORCOM paid NWS $264,000, representing 60% of the SSMA payment, after they delivered Release The remaining 40% ($176,000) is due within seven days after the remediation of all P1 s and P2 s. To date, there are still outstanding P2 s and payment has not been made. The remaining payments consist of the SSMA payment ($388,160), due 120 days after the payment above, provided there are no outstanding P1 s or P2 s and the Final Acceptance payment ($274,509) State Audit - The State Auditor s Office has completed the onsite work for our 2014 Audit. The Exit Conference was to be scheduled before the end of the year. The Board will be notified when it is scheduled. Activity Since Last Report December has been filled with all the busy work of closing one year, preparing for the next year and prepping for the 2017 budget process. Upcoming Activities The 2017 budget process starts in January with the formulation of our budget policies. The Joint Operating Board will get a first look at the proposed policy at their January meeting. NORCOM On Track The Wellness Committee: The application for the 2016 WellCity Award has been submitted. We are anxiously waiting to hear if we will receive the award and a 2% discount on medical premiums in 2017.