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) Call to Order 3:00 p.m. Monday, March 12, 2018 SPECIAL MEETING OF THE GOVERNING BOARD OF SRPSCC Sacramento Metropolitan Fire District Headquarters Armstrong Ave Room # Mather, CA Chairperson Roll Call Member Agencies Primary Board Members Maurice Johnson, Chairperson Chris Costamagna, Vice Chairperson Chad Wilson, Board Member Mike McLaughlin, Board Member Secretary Assistant Chief, Sacramento Metropolitan Fire District Deputy Chief, Sacramento City 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 (January 25, 2018) Page 2. Budget to Actual (January) link to budget to actual, revenues & overtime reports Page 3. Revenues (January) Page 4. Overtime Report (January) Page 5. Approval Deccan Contract Page PROPOSED ACTION: Motion to Approve Consent Agenda PRESENTATION: COMMITTEE REPORTS: 1. Special Finance Committee (February 5, 2018) Page 2. Special Personnel Committee (February 15, 2018) Page ACTION ITEMS: a. Old Business: Items from previous Board Meeting(s) that have not been resolved and require attention. None b. New Business: * INDICATES NO ATTACHMENT 1

2 1. Approval of Chief Executive Director Thuesen as Primary Representative to the NCSDIA Board and Kylee Soares, Communications Manager, and Joyce Starosciak, Administrative Services Manager, as alternates to the NCSDIA Board per Resolution #02-15 PRESENTATION/DISCUSSION/POSSIBLE ACTION: 1. Convene Meeting Scheduling Software* 2. Center Transportation Options* 3. Update Regarding Board UP RFP* 4. Pro Q.A. Approval and/or Direction* 5. Rapid Deploy Approval and/or Direction* 6. West Net Direction* INFORMATION: Page Communications Center Statistics Page 2. NBS Contracting Agency Agreement Update* 3. Strategic Planning Update* 4. Setna Funding Model Page CENTER REPORTS: Consolidation of Administrative, Operational and Technical Reports. 1. Chief Executive Director* 2. Administrative Services Manager Page 3. Communications Manager* 4. Medical Director* 40 CORRESPONDENCE: COUNSEL S REPORT: BOARD MEMBER COMMENTS: ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA: CLOSED SESSION: Included on agenda as needed. 1. CONFERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section 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 Action/Discussion to Appoint, Employ, Dismiss, Accept the Resignation of or Otherwise Affect the Employment Status of a Public Employee (1 case) Employee Performance and Evaluation: Chief Executive Director *INDICATES NO ATTACHMENT 2

3 3. PERSONNEL ISSUES* Pursuant to California Government Code Section The Board will meet in closed session to: a. Discuss employment contracts for: Contract Renewal for Administrative Services Manager: Contract Renewal for Executive Assistant to Ex. Dir.: Joyce Starosciak Wendy Crosthwaite 4. 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. Three (3) potential cases ADJOURNMENT: The next scheduled Board Meeting is March 27, Location: Sacramento Metropolitan Fire District, Armstrong Ave, Mather, CA Time: 9:00 a.m. Distribution: Posted at: Board Members, Alternates and Chiefs 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 March 6, 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 *INDICATES NO ATTACHMENT 3

4 SPECIAL GOVERNING BOARD MEETING January 25, 2018 GOVERNING BOARD MEMBERS Deputy Chief Chris Costamagna Assistant Chief Maurice Johnson Deputy Chief Paul Zehnder Chief Felipe Rodriguez City of 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 Joyce Starosciak Administrative Services Manager Kylee Soares Interim Communications Manager OTHERS IN ATTENDANCE Bob Kingsley Niko King Chad Augustine Tom Hansen Phil Hart Randall Hein Tara Poirier Eli Strong Matt Wooden Rita Gordon Janice Parker Wendy Crosthwaite Jill Short Counsel, SRFECC Deputy Chief, City of Sacramento Fire Department Deputy Chief, City of Sacramento Fire Department Captain, Sacramento Metropolitan Fire District Sacramento Metropolitan Fire District Battalion Chief, Sacramento Metropolitan Fire District Supervisor, SRFECC Supervisor, SRFECC GIS Coordinator, SRFECC Marketing, DH Construction Administrative Analyst, SRFECC Executive Assistant, SRFECC Local 856 Representative 1. The meeting was called to order and roll call taken at 1:35 p.m. 2. The Pledge of Allegiance was recited. 3. There was an agenda update: Pro QA was moved to the first item of business to accommodate audience members who had only come to view the presentation. The newly appointed alternate Board representative Chief Felipe Rodriguez, was representing Folsom at this meeting. 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 Assistant Chief Johnson and seconded by Deputy Chief Zehnder to approve the consent agenda and Board Meeting minutes, December 11, AYES: City of Sacramento, Folsom, Sacramento Metro, Cosumnes Community Services District NOES: January 25, 2018 Minutes 4

5 Motion carried. 6. PRESENTATION: None ABSENT: ABSTAIN: 7. COMMITTEE REPORTS: A. Finance Committee The Finance Committee met on January 9 and received a summary regarding the Financial Audit, FY 2016/2017. The Committee received a demonstration of Convene, an electronic meeting management software. Interim Chief Executive Director Thuesen spoke about Pro QA and the financial proposal we had received for purchase and implementation of the software. The Committee recommended creating a position authorization document which would be a valuable tool when creating budgets. A scope of work will be created in anticipation of a release of an RFP for a consultant to help establish the appropriate fee base for dispatch services for new, non-voting JPA members. During Closed Session the Finance Committee received updates on two personnel matters and labor negotiations. No action was taken. B. Personnel Committee The Personnel Committee met on January 9 and received a summary regarding the Financial Audit, FY 2016/2017. A Web Ex demonstration for the meeting management software, Convene, was presented to the Personnel Committee. Interim Chief Executive Director, Thuesen, conducted a discussion of Pro QA and the financial proposal we had received. We do not currently have a position authorization document and the Personnel Committee also recommended creating this useful tool. A scope of work will be created in anticipation of a release of an RFP for a consultant to help establish the appropriate fee base for dispatch services for new, non-voting JPA members. In Closed Session the Committee discussed two personnel issues and received an update on labor negotiations. No action was taken. 8. ACTION ITEMS: a. Old Business: Items from previous Board Meeting(s) that have not been resolved and require attention. January 25, 2018 Minutes 5

6 None b. New Business: 1. Election of Board Officers Deputy Chief Costamagna nominated Assistant Chief Johnson for Board Chairperson and it was seconded by Chief Rodriguez. AYES: City of Sacramento, Sacramento Metro, Folsom, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: Motion carried. Assistant Chief Johnson nominated Deputy Chief Costamagna for Vice Chairperson and it was seconded by Chief Rodriguez. AYES: City of Sacramento, Sacramento Metro, Folsom, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: Motion carried. 2. The Personnel Committee membership will remain unchanged (Wilson and Costamagna), but the Chairperson for that committee will be Division Chief Wilson. 3. The Finance Committee membership will remain unchanged (McLaughlin and J Johnson), but the Chairperson for that committee will be Chief McLaughlin. 4. Approval of Financial Audit, FY 2016/2017 Ingrid Sheipline with Richardson & Company had given a presentation of the clean audit to the Finance and Personnel Committees. Both Committees have had an opportunity to review the document prior to this Board Meeting. This is the first year that SRFECC has ever prepared a CAFR (Comprehensive Annual Financial Report). It will be submitted to the GFOA for award consideration. The Board members expressed their appreciation to the Accounting team for all of their hard work preparing for this extensive financial audit and the resulting CAFR document. A motion was made by Assistant Chief Johnson and seconded by Deputy Chief Costamagna to approve and accept the Financial Audit, FY 2016/2017. AYES: City of Sacramento, Sacramento Metro, Folsom, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: January 25, 2018 Minutes 6

7 Motion carried. 5. Approval of Contract with Hermocillo Azevedo Strategic Communications LLC Bob Kingsley spoke very briefly regarding this contract and the PR services they will be providing to the JPA. The costs associated with the contract would range between $10,000 - $17,000 depending upon the depth of services provided. A motion was made by Deputy Chief Costamagna and seconded by Deputy Chief Zehnder to approve the contract with Hermocillo Azevedo Strategic Communications LLC. AYES: City of Sacramento, Sacramento Metro, Folsom, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: Motion carried. 6. Approval of Interim Chief Executive Director Employment Contract (After Discussion in Closed Session) A motion to approve the Interim Chief Executive Director contract at salary step one and incorporating a go back clause to his former position at the end of his interim term if he is not selected as permanent Chief Executive Director, was made by Deputy Chief Costamagna and seconded by Deputy Chief Zehnder. AYES: City of Sacramento, Sacramento Metro, Folsom, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: Motion carried. 7. Approval of Interim Communications Manager Employment Contract (After Discussion in Closed Session) A motion to approve the Interim Communications Manager contract at salary step one and incorporating a go back clause to return to her former position at the end of her interim term if she is not selected as permanent Communications Manager, was made by Deputy Chief Costamagna and seconded by Assistant Chief Johnson. AYES: City of Sacramento, Sacramento Metro, Folsom, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: Motion passed. 9. PRESENTATION/DISCUSSION/POSSIBLE ACTION: 1. Presentation: Pro Q.A. (This presentation was made out of order at the beginning of the meeting) January 25, 2018 Minutes 7

8 CED Thuesen gave a brief presentation regarding Pro Q.A. We have had our EMD protocol for the past 30 years. It is based on a card system that will no longer be supported by IAED and we will no longer receive updates. Pro Q.A. is the evolution of this system that utilizes a software based protocol. There are fewer questions asked with Pro Q.A. prior to providing pre-arrival instructions. The Board would like to hear feedback from Dr. Mackey regarding his thoughts on the Pro Q.A. system. They would also like to get the reaction of the EMS Chiefs and the dispatch staff. 2. Discussion/Approval: Live MUM CED Thuesen was seeking direction from the Board as to how they wished to proceed with Live MUM. 3. Discussion/Approval: Swiss Phone CED Thuesen was seeking direction from the Board as to how they wished to proceed with Swiss Phone. The Board addressed these two items and indicated they were not ready to move forward with either of these projects at the present time. A motion was made by Assistant Chief Johnson and seconded by Deputy Chief Zehnder to table these two projects (Live MUM and Swiss Phone) until we have created a strategic plan. Motion passed. 10. INFORMATION: AYES: City of Sacramento, Sacramento Metro, Folsom, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: 1. Communications Center Statistics The statistics were contained in the Board packet. 11. CENTER REPORTS A. Chief Executive Director Report 1. We are beginning to work on EMS Currently our new CAD is on pause as we check references for Tyler New World. We will be meeting with Roseville PD to ask questions and determine their level of satisfaction. The CAD build team will also conduct a conference call with Kern County to gain additional information about their CAD product. The CAD team will evaluate the information and make a recommendation regarding next steps at a February 13 th meeting. January 25, 2018 Minutes 8

9 3. CED Thuesen is looking for direction regarding Rapid Deploy. Assistant Chief Johnson would like more information about the project and potential financial impact. He would like to include this in the strategic planning. 4. Our staff is working with the districts for the West Net implementation. We have engaged Diane House as a project manager to facilitate information sharing and to expedite implementation. 5. We have established dates in February to meet with the Union Reps and Mr. Kingsley for labor negotiations. 6. We are monitoring the cell tower construction in our parking lot. 7. We have contacted a consulting company NBS to determine cost per calls for new non-voting JPA member agencies. The company anticipates completion of the study within 60 days. Once this study has been completed we will be able to complete our feasibility studies. 8. We are working on the secondary user agreements and are awaiting input from legal. 9. We received notification that the Forest Service is auditing Cal OES and we will be visited as a result of that audit. Administrative Services Manager Starosciak and her team are well prepared for this audit. 10. We extended the deadline for RFP submittals from construction companies who wish to be considered for participation in our Board up program. The final date for submittals will be February 13 th at 5:00 p.m. 11. A date will be selected to conduct a strategic planning session. B. Administrative Services Manager 1. The IT Department has done a great job closing Help Desk tickets. 2. Administrative Services Manager Starosciak thanked the Board for approving the CAFR. 3. The dispatch floor now has virtual desktop infrastructure. 4. The Governor has signed the opt-in document for First Net. AT&T is anxious to get our departments on board with them. MISAC is recommending staying with your current provider, however. Verizon has much better coverage in this area and there are some governance issues that still need to be ironed out. Make sure new equipment is band 14 compliant. 5. Intterra is moving forward and we have received a project plan, but there is still a lot of work to be done. Our CAD integration has been completed. 6. Our OPEB actuarial evaluation will be completed next month. The estimates we made in October seem to be in line with our evaluation. 7. The MISAC group has elected Ms. Starosciak as their Treasurer for the State Board which means she in line to become their president in two years. MISAC will be hosting a project management course at the CTC. January 25, 2018 Minutes 9

10 8. We are exploring a new accounting software system. 9. We are working on the 2018/2019 Preliminary Budget. C. Communications Manager 1. Congratulations to Roman Kukharets on his 6 th year anniversary with SRFECC. 2. Since December 11 th we have had two open houses: one celebrating 30 years of EMD and one congratulating Teresa Murray on her career and retirement and we appreciate all of you who were able to attend. 3. Tara Poirier and Elizabeth Strong will be filling in as Training Supervisors and will also continue to work on the dispatch floor shift supervisors. They will be providing supervisor refresher training and acting supervisor training. Julee Todd will be transitioning from Training Supervisor to Administrative/EMS Supervisor. 4. Four dispatch employees will be attending the Navigator conference where they will attend EMD-Q training. 5. Three of our call taker staff will be starting radio training. During this training we will be splitting A-2 and B-2 and A-3 and B-3 radio channels. 6. We will be re-evaluating our employee handbooks and updating our policies and procedures. 7. The month of December was very busy with 27,840 service calls; 14 life saves; 3 babies delivered; 3 grass red flag days; 2 OES deployments - one to the Thomas incident and then to the Santa Barbara mudslides. There were 53 working fires in the County with two 2 nd alarms & and one 3 rd alarm. 12. CORRESPONDENCE Letter From Folsom City Manager, Evert W. Palmer, Announcing the Appointment of Chief Felipe Rodriguez as Alternate Representative to the JPA Board and the Removal of Division Chief Ken Cusano as Alternate was contained in the Board packet. 13. COUNSEL REPORT None 14. BOARD MEMBER COMMENTS Chief Rodriguez said it is a pleasure to be alternate on the Board. He also thanked the staff for all their hard work and professionalism. Deputy Chief Costamagna said thank you for everything you do on a daily basis. Assistant Chief Johnson thanked Joe Thuesen for assuming the reins so smoothly. 15. ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA: 16. CLOSED SESSION January 25, 2018 Minutes 10

11 1. CONERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section District Negotiator(s) Counsel, Robert Kingsley Joe Thuesen, Chief Executive Director Employee Organization(s) Teamsters Local 856 Teamsters Local PERSONNEL ISSUSES Pursuant to California Government Code Section The Board will meet in closed session to: a. Discuss employment contracts for: Interim Chief Executive Director: Interim Communications Manager: Contract Renewal for Administrative Services Manager: Contract Renewal for Executive Assistant to Ex. Dir.: Joe Thuesen Kylee Soares Joyce Starosciak Wendy Crosthwaite b. Employee Discipline/Dismissal/Release 3. 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. Three (3) potential cases Closed session was convened at 2:33 p.m. Open session was reconvened at 4:55 p.m. The Board received updates on labor negotiations and general direction was given. The Board received updates on anticipated litigation on three matters; no action was taken. The Board discussed employment contracts for the Interim Chief Executive Director and the Interim Communications Manager. Action will be taken in Open Session (Action Item b. New Business: Item 6 and Item 7). The contract renewals for Administrative Services Manager and Executive Assistant were discussed. Meetings will be scheduled for the Administrative Services Manager and Executive Assistant with the Personnel Committee to talk about terms of their contracts. No final action was taken in Closed Session. 17. The meeting of the Governing Board was adjourned at 5:21 p.m. until the next Regular Meeting of the Governing Board scheduled for 9:00 a.m., February 27, 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 January 25, 2018 Minutes 11

12 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Budget to Actual Report As of January 31, 2018 FY Expenses For Month Ending January 31, 2018 Computer Services and Supplies 0.97% Facilities and Maintenance 1.39% Other Salaries and Benefits 82.83% Communications Equipment and Services 10.64% Screening, Hiring, Training and Maintaining Staffing 2.23% Materials and Supplies Computer 0.57% Services 0.94% and Equipmen t 0.56% Professional Services Other Expenses 0.43% Budget to Actual - FY As of January 31, 2018 Expenses FY 17/18 Budget YTD Expenses 12/31/17 % of YTD Expenses $ Under / (Over) Budget % Under/ (Over) Budget Salaries and Benefits 7,048,208 4,156, % 2,891,337 41% Materials and Supplies 56,300 28, % 27,673 49% Professional Services 192,270 47, % 144,872 75% Communications Equipment and Services 690, , % 156,645 23% Computer Services and Supplies 142,262 48, % 93,730 66% Facilities and Maintenance 190,348 69, % 120,498 63% Screening, Hiring, Training and Maintaining Staffing 85, , % (26,565) -31% Other Expenses 17,100 21, % (4,331) -25% Capital Outlay 354, % 354, % Total 8,776,257 5,018, % 3,757,858 43% 6/30/2016 8/31/

13 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Revenues Report As of January 31, 2018 FY Revenues For Month Ending January 31, 2018 Member Contribution 92.32% Reserves Capital Improvements 6.32% Other 1.29% Board Ups 0.17% CTC Command Catering 0.32% CTC Conference Room Rental 0.16% Revenues - FY 17/18 As of January 31, 2018 FY 17/18 Preliminary Budget Revenue Received as of 12/31/17 Budget Remaining Member Contribution 8,003,132 8,003,132 OES Deployment 50,000 - Metro E Reimbursement 20,000 Note 1 Reimb. Revene - Backbone 86,125 62,500 Reimb. Revenue - SETNA Training 3,000 - Communications Services Other: Interest Income 6,000 1,454 Board Ups 24,000 14,850 CalCard Incentives 3,000 4,508 Admin-Fee Backbone CTC Conference Room Rental 11,500 10,168 CTC Command Catering 13,000 18,291 Miscellaneous 1, Reserve Capital Improvements 554, ,000 Total 8,776,257 8,669,359 *Numbers based on revenues received rather than revenues earned Note 1 Metro E Reimbursement is recorded as an offset to expense rather than as revenue 13

14 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Overtime Report As of January 31, FY Comparative OT Report Admin Staff As of January 31, 2018 July August September October November December January February March April May June FY FY FY FY FY Comparative OT Report Communications Staff As of January 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 January 31, July August September October November December January February March April May June FY FY FY Please note that OT due to OES deployment is included in Admin and Communications Staff OT numbers 14

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24 SPECIAL FINANCE COMMITTEE MEETING February 5, 2018 COMMITTEE MEMBERS: Deputy Chief Chris Costamagna Division Chief Chad Wilson COMMUNICATIONS CENTER MANAGEMENT Joe Thuesen Kylee Soares OTHERS IN ATTENDANCE Matthew Wooden Janice Parker Sacramento City Fire Department Folsom Fire Department Interim Chief Executive Director Interim Communications Manager GIS Coordinator Administrative Analyst The meeting was called to order at 3:03 p.m. AGENDA UPDATE: An opportunity for Committee members to (1) reorder the agenda; and (2) remove agenda items that are not ready for presentation and/or action at the present meeting. None PUBLIC COMMENT: An opportunity for members of the public to address the Governing Board on items within the subject matter jurisdiction of the Finance Committee. None OPEN SESSION: 1. Presentation/Direction Regarding Intterra Project Matthew Wooden GIS Coordinator Wooden gave a brief overview as to where the JPA is with the implementation of Intterra. He said we anticipate a go live in August, but we will need to have GIS layers and specific needs from each of the agencies. We want to mirror what Metro Fire has already built. 2. Discussion Regarding Preliminary Budget, FY 2018/2019 CED Thuesen provided a draft FY 2018/2019 Budget for the Committee to review. The budget increases for the FY 2018/2019, reflect inclusion of assessments that had been handled outside of our regular budget in fiscal year 2017/2018, as well as CalPERS discount rate change, potential salary increases based on negotiations and dispatching staffing increases, Pro Q.A. and West Net. 3. Discussion Regarding Pro Q.A. This is an agenda item for the OPS Chiefs meeting this week. 4. Discussion Regarding Convene* We will be having a trial of the Convene software. It will cost approximately $3,500 per year. Division Chief Wilson said he wanted to be sure that this software will actually save staff time and be a useful tool for the Center. 5. Discussion Regarding EMS 2020* We have received an from Chief Harms requesting data. CED Thuesen wants to be sure that all of the agencies are all on the same page with regard to releasing the information. Deputy Chief Costamagna would like to have all the information filtered through the Center to insure consistency. 24

25 6. Discussion Regarding Center Policies and Procedures* We are working on updating the Policies and Procedures and will bring them before the Personnel Committee for review. CLOSED SESSION: 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: Chief Executive Director 2. PERSONNEL ISSUES* Pursuant to California Government Code Section The Committee will meet in closed session to discuss employment contracts: Contract Renewal for Administrative Services Manager: Contract Renewal for Executive Assistant Joyce Starosciak Wendy Crosthwaite 3. 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. Three (3) potential cases Closed session was convened at 3:27 p.m. Open session was re-convened at 3:32 p.m. Two employment contracts were presented and will be discussed in Closed Session at the next Board Meeting. The Administrative Services Manager and the Executive Assistant may address the Board during Closed Session at the next Board Meeting regarding their employment contracts. Committee received an update regarding personnel issues. There was no update regarding labor negotiations because counsel was not in attendance and no action was taken. ADJOURNMENT: The meeting was adjourned at 3:32 p.m. until he next regularly scheduled Finance Committee Meeting - Tuesday, March 13, 2018 at 10:30 a.m. Respectfully submitted, Clerk of the Board Mike McLaughlin, Chairperson Maurice Johnson, Vice Chairperson 25

26 SPECIAL PERSONNEL COMMITTEE MEETING February 15, 2018 COMMITTEE MEMBERS Chief Mike McLaughlin Assistant Chief Maurice Johnson COMMUNICATIONS CENTER MANAGEMENT Joe Thuesen Kylee Soares Joyce Starosciak OTHERS IN ATTENDANCE Bob Kingsley Paul Zehnder Janice Parker Wendy Crosthwaite Matthew Wooden Cosumnes Community Services District Sacramento Metropolitan Fire District Interim Chief Executive Director Interim Communications Manager Administrative Services Manager Counsel, SRFECC Deputy Chief, Cosumnes Community Services District Administrative Analyst, SRFECC Executive Assistant, SRFECC GIS Coordinator, SRFECC 1. The meeting was called to order and roll call was taken at 2:19 p.m. 2. There was no public comment. OPEN SESSION: 1. Presentation/Direction Regarding Intterra Project Matthew Wooden GIS Coordinator Wooden gave a brief update regarding the Intterra Project. He said he is waiting to receive feedback from the group regarding the mapping layers. He talked about RMS integration for the various agencies and the need to keep our momentum moving forward. Live CAD is going into Intterra and the agencies need to continue reviewing their data. 2. Discussion Regarding Preliminary Budget, FY 2018/2019 Interim Chief Executive Director Thuesen gave copies of the draft Preliminary Budget, FY 2018/2019 to the Personnel Committee members to review. Several items that had been previously assessed separately during the past fiscal year were included as part of the Preliminary Budget document. In order to create the Preliminary Budget, FY 2018/2019, some estimates and projected increases in dispatch staff had been used as a working number but will be adjusted as more accurate numbers become available. Suggestions were made to change some of the title descriptions on the draft document to avoid any misconceptions or cause confusion. ICED Thuesen also provided a position authorization document to the Committee. The document listed existing personnel positions at the Center, both in administration and on the dispatch floor, as well as two part-time and one full-time position at the Conference and Training Center. The Committee said that ICED does not need to come before the Board for permission to fill authorized personnel vacancies. They also discussed that if the Center has Call Takers as a permanent position on the dispatch floor an updated job description is needed. Is the Center planning to continue supporting Call Takers as an authorized dispatch position well as full Dispatchers this question will be explored further. * INDICATES NO ATTACHMENT 26

27 3. Discussion Regarding Center Policies and Procedures Some of the operating policies and procedures have not been updated for many years. The Committee felt these operating policies and procedures should be updated by the ICED and his staff and brought before the full Board once a year for discussion/review. ICED Thuesen expressed interest in pursuing a proposal from Lexipol to update administrative and HR policies and employee handbooks. The Committee agreed that engaging Lexipol for the policies that could result in potential litigious exposure was a good idea. The Board policies, however, were updated and approved last year by the full Board. CLOSED SESSION: 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: Chief Executive Director 2. PERSONNEL ISSUES* Pursuant to California Government Code Section The Committee will meet in closed session to discuss employment contracts: Contract Renewal for Administrative Services Manager: Contract Renewal for Executive Assistant Joyce Starosciak Wendy Crosthwaite 3. 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. Three (3) potential cases Closed session was convened at 3:07 p.m. Open session was reconvened at 5:25 p.m. and counsel reported out that evaluation information was exchanged and expectations were established for the Interim Chief Executive Director. Two employment contracts were presented and will be discussed in Closed Session at the next Board Meeting. The Administrative Services Manager and the Executive Assistant may address the Board during Closed Session regarding their employment contracts. The Board received an update regarding labor negotiations and three cases of potential litigation, but no action had been taken. 5. ADJOURNMENT: The meeting was adjourned at 5:30 p.m. until the next regularly scheduled meeting of the Personnel Committee March13, 2018 at 9:00 a.m. * INDICATES NO ATTACHMENT 27

28 Respectfully submitted, Janice Parker Clerk of the Board Mike McLaughlin, Chairperson Maurice Johnson, Vice Chairperson * INDICATES NO ATTACHMENT 28

29 Sacramento Regional Fire/EMS Communications Center Systems Parkway, Sacramento, CA (916) Fax (916) March 12, 2018 Mr. Scott Schimke Executive Director Northern California Special Districts Insurance Authority 9280 West Stockton Blvd - #102 Elk Grove, CA Dear Mr. Schimke, Enclosed please find Resolution #02-15, adopted by the Governing Board of Sacramento Regional Fire/EMS Communications Center on January 15, 2015, confirming Chief Executive Director Joseph Thuesen, as the voting representative on the Board of Directors of the Northern California Special Districts Insurance Authority. Communications Manager Kylee Soares and Administrative Services Manager Joyce Starosciak have been designated to function as alternate voting representatives. Sincerely, Janice Parker Administrative Analyst/Clerk of the Board cc: Ms. Melinda Robinson, NCSDIA Ms. Desiree Lewis, NCSDIA 29

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31 CAD Incidents January, 2018 Total number of CAD incidents entered for January: 17, CAD INCIDENTS 18,500 18,000 17,500 17,000 16,500 16,000 15,500 15,000 14,500 14,000 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17 Jan-18 TOTAL CAD 15,644 16,951 16,456 17,813 17,607 17,978 17,221 16,445 17,216 15,955 17,728 17, ,014 31

32 CAD Incidents January, 2018 Average number of CAD incidents entered per day for January: Average Number of Incidents Per Day JAN 17/18 FEB 16/17 MAR 16/17 APR 16/17 MAY 16/17 JUN 16/17 JUL 16/17 AUG 16/17 SEP 16/17 OCT 16/17 NOV 16/ DEC 16/17 % CHANGE* -3.08% 7.50% 2.41% 2.10% 3.83% 4.02% 4.87% 5.21% 0.58% 4.79% -0.37% 2.67% * The % Change is the percentage difference between January 2017 and 2018 February-December

33 SRFECC Telephony Performance Measure January 2018 The following data is the telephony performance measures for the Sacramento Regional Fire/EMS Communications Center (SRFECC) during the month of January, 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 January, 2018 dispatch staff processed 26,620 incoming calls and 7,440 outgoing calls for a total call volume of 34,060. Detailed Breakdown of Information Incoming Lines Emergency lines: 14,208 Seven-Digit Emergency lines (7DE): 3,937 Allied Agency/Alarm Companies: 3,048 Non-Emergency/Administrative (7DA) lines: 5,427 33

34 SRFECC Telephony Performance Measure January 2018 The following data represents incoming call distribution according to class of service. January totals: 14,208 incoming calls Emergency Lines Answering Standard: NFPA-1221 (2016 Edition) According to NFPA-1221 (2016 ed.), Chp. 7, Sec. 7.4 Operating Procedures: Rule 7.4.1: Ninety-five percent of alarms received on emergency lines shall be answered within 15 seconds, and 99 percent of alarms shall be answered within 40 seconds. NFPA-1221 (2016 ed.) recommends that all calls received on emergency lines shall be answered within 15 seconds 95% of the time and 99% percent of emergency lines shall be answered within 40 seconds In January, the dispatch team answered all calls on emergency lines within 15 seconds 97.90% of the time and answered within 40 seconds 99.74%. 34

35 SRFECC Telephony Performance Measure January 2018 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. 35

36 Emergency Medical Dispatching (EMD) Compliance Scores o Customer Service Score Average* (Baseline Requirement of 95%) Overall Customer Service Score JAN 18: 99.80% Overall Customer Service Score JUL 17 to JAN 18: 98.63% o Overall Compliance Score Average* (Baseline Requirement of 90%) Overall Compliance Score JAN 18: 98.63% Overall Compliance Score JUL 17 to JAN 18: 97.11% *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. 36

37 Emergency Medical Dispatching (EMD) Compliance Scores 16 Life Saves January On January 2nd, Call Taker Janet Tracy, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 2. On January 3rd, Call Taker Denise Tackett, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 3. On January 5th, Call Taker Janet Tracy, while utilizing effective EMD instructions assisted the reporting party in providing life-saving maternity instructions. 4. On January 11 th, Call Taker Sara Sherman, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 5. On January 12 th, Call Taker Yvonne Vazquez, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 6. On January 16 th, Call Taker Carly Goddard, while utilizing effective EMD instructions assisted the reporting party in providing life-saving maternity instructions. 7. On January 20 th, Call Taker Angela Stefenoni, while utilizing effective EMD instructions assisted the reporting party in providing life-saving maternity instructions. 8. On January 20 th, Call Taker Chrissy Stockman, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 9. On January 21st, Call Taker Sara Sherman, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 10. On January 21st, Call Taker Sara Sherman, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 11. On January 22nd, Call Taker Sara Sherman, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 12. On January 24th, Call Taker Tim Goodnow, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 13. On January 29th, Call Taker Sara Sherman, while utilizing effective EMD instructions assisted the reporting party in providing life-saving maternity instructions. 14. On January 30th, Call Taker Yvonne Vazquez, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 15. On January 31st, Call Taker Angela Stefenoni, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 16. On January 31st, Dispatcher Lynn Walker, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 37

38 STAFF REPORT Sacramento Regional Fire/EMS Communications Center Systems Parkway, Sacramento, CA (916) Fax (916) DATE: February 20, 2018 TO: FROM: BY: Board of Directors Joe Thuesen, Interim Center Executive Director Julee Todd, Administrative/EMS Supervisor SUBJECT: SETNA FUNDING MODEL RECOMMENDATION At this time there is no need for action, this is an informational update only. EXECUTIVE SUMMARY Current shortage of State Emergency Telephone Number Account (SETNA) funding Previous funding model unsustainable Short term CAL OES making up deficit with FY 2018 budget funding Trailer bill en route to legislature to correct legacy language and sustainability issues such as: o Technology specific language will be removed o Surcharges will include but not be limited to: wired phones, VoIP, cellular, telemetry emergency calling systems from vehicles, pre-paid cellular phones and medical alarms capable of dialing or accessing 911 Surcharge based on 911 plan needs minus available state funds Surcharge will be calculated by dividing the amount of funding needed by the number of access lines providers report to CAL OES once a year Surcharge limited to cents per access line BACKGROUND / ANALYSIS SETNA funding was originally acquired by a tax applied to landline phone billing statements. In the last 20 years or so, many people have abandoned traditional landline phone service replacing it with either cellular phones or VoIP service. Technology developments have drastically increased the number and method with which devices are able to access 911. Neither VoIP or cellular phones are captured and taxed under the 38

39 Sacramento Regional Fire/EMS Communications Center Systems Parkway, Sacramento, CA (916) Fax (916) current SETNA funding model. Thereby consistently decreasing the amount of SETNA funds and subsequently making the funding model unsustainable. Fiscal or Staff Impact At this time, there is no anticipated fiscal or staff impact. However, should the bill not pass or be changed significantly during the legislative process, there is potential for fiscal impact. This impact is also dependent on CAL OES 911 branch and if they will continue to support SETNA through budget allocations until a long-term funding solution comes to fruition. In the past, SETNA funds have been used to replace dispatch consoles, phone system hardware/software as well as GIS updates. Continued funding issues, could impact future SETNA funded projects. 39

40 Opened/Closed Records Per Category Date range 01/01/ /31/2018 Generated on 02/15/ :10 Category Opened SRs Closed SRs Total (Opened - Closed) CAD Communications Contracts Dispatch Operations Facility GIS Hardware Information Only Intrado Phone System Profile Software Total Software 25% Intrado Phone System 13% Profile 4% Information Only 2% January 2018 Closed Records CAD 8% Hardware 20% Communications 3% Contracts 1% Dispatch Operations 3% 9% GIS 7% Facility 5% CAD Communications Contracts Dispatch Operations Facility GIS Hardware Information Only Intrado Phone System Profile Software 40