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 AMENDED AGENDA 9:00 a.m. Tuesday, March 27, 2018 REGULAR 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. Special Board Meeting Synopsis (March 12, 2018) Page 2. Budget to Actual (February) link to budget to actual, revenues & overtime reports Page 3. Revenues (February) Page 4. Overtime Report (February) Page PROPOSED ACTION: Motion to Approve Consent Agenda PRESENTATION: COMMITTEE REPORTS: 1. Special Personnel Committee (March 14, 2018) Page 2. Special Finance Committee (March 14, 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

2 1. Approval of Telecommunicators Week Proclamation Page 2. Approval/Recognition of Personnel Authorization Document Page 3. Approval of Amendment to Contract With Hermocillo-Azevedo Strategic Communications, LLC* PRESENTATION/DISCUSSION/POSSIBLE ACTION: INFORMATION: 1. Communications Center Statistics Page 2. Help Desk Statistics Page 3. OPST Banquet Announcement/Invitation Page CENTER REPORTS: Consolidation of Administrative, Operational and Technical Reports. 1. Chief Executive Director* 2. Communications Manager* 3. Medical Director* CORRESPONDENCE: COUNSEL S REPORT: BOARD MEMBER COMMENTS: ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA: CLOSED SESSION: Included on agenda as needed. 1. CONFERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section 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 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. Two (2) potential cases ADJOURNMENT: The next scheduled Special Board Meeting is April 25, *INDICATES NO ATTACHMENT

3 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 23, 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

4 Sacramento Regional Fire/EMS Communications Center Systems Parkway, Sacramento, CA (916) Fax (916) Call to Order 9:00 a.m. Tuesday, March 27, 2018 REGULAR MEETING OF THE GOVERNING BOARD OF SRPSCC Sacramento Metropolitan Fire District Headquarters Armstrong Ave Room # Mather, CA Chairperson Roll Call Member Agencies Secretary Primary Board Members Maurice Johnson, Chairperson Assistant Chief, Sacramento Metropolitan Fire District Chris Costamagna, Vice Chairperson Deputy Chief, Sacramento City Fire Department Chad Wilson, Board Member Division Chief, Folsom Fire Department Mike McLaughlin, Board Member Fire Chief, Cosumnes Fire Department Pledge of Allegiance AGENDA UPDATE: An opportunity for Board members to (1) reorder the agenda; and (2) remove agenda items that are not ready for presentation and/or action at the present Board meeting. PUBLIC COMMENT: An opportunity for members of the public to address the Governing Board on items listed on the Agenda. Duration of comment is limited to three minutes. CONSENT AGENDA: Matters of routine approval including, but not limited to, Board meeting synopsis, payroll reports, referral of issues to committee, other consent matters. Consent Agenda is acted upon as one unit unless a Board member requests separate discussion and/or action. 1. Special Board Meeting Synopsis (March 12, 2018) Page 2. Budget to Actual (February) link to budget to actual, revenues & overtime reports Page 3. Revenues (February) Page 4. Overtime Report (February) Page PROPOSED ACTION: Motion to Approve Consent Agenda PRESENTATION: COMMITTEE REPORTS: 1. Special Personnel Committee (March 14, 2018) Page 2. Special FinanceCommittee (March 14, 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: 1. Approval of Telecommunicators Week Proclamation Page 19 1

5 2. Approval/Recognition of Personnel Authorization Document Page 20 PRESENTATION/DISCUSSION/POSSIBLE ACTION: INFORMATION: 1. Communications Center Statistics Page 2. Help Desk Statistics Page 3. OPST Banquet Announcement/Invitation Page CENTER REPORTS: Consolidation of Administrative, Operational and Technical Reports. 1. Chief Executive Director* 2. Communications Manager* 3. Medical Director* CORRESPONDENCE: COUNSEL S REPORT: BOARD MEMBER COMMENTS: ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA: CLOSED SESSION: Included on agenda as needed. 1. CONFERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section 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 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. Two (2) potential cases ADJOURNMENT: The next scheduled Special Board Meeting is April 25, Location: Sacramento Metropolitan Fire District, Armstrong Ave, Mather, CA Time: 9:00 a.m. Distribution: Posted at: Board Members, Alternates and Chiefs Administration Office 2

6 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 23, 2018, I posted a copy of the agenda: -at Armstrong Ave Rooms # Mather, CA at Systems Parkway, Sacramento, CA on the Center s website which is: Clerk of the Board 3

7 ` SPECIAL GOVERNING BOARD MEETING March 12, 2018 GOVERNING BOARD MEMBERS Deputy Chief Chris Costamagna Assistant Chief Maurice Johnson Deputy Chief Paul Zehnder Division Chief Chad Wilson 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 Kevin Mackey Janice Parker Wendy Crosthwaite Cierra Lewandowski Jill Short Theresa Miller Counsel, SRFECC Deputy Chief, City of Sacramento Fire Department Medical Director, SRFECC Administrative Analyst, SRFECC Executive Assistant, SRFECC Accounting Specialist, SRFECC Local 856 Representative Local 856 Representative 1. The meeting was called to order and roll call taken at 3:05 p.m. 2. The Pledge of Allegiance was recited. 3. There were no agenda update updates. 4. PUBLIC COMMENT None 5. CONSENT AGENDA: Matters of routine approval including, but not limited to, Board meeting synopsis, payroll reports, referral of issues to committee, other consent matters. Consent Agenda is acted upon as one unit unless a Board member requests separate discussion and/or action. A motion was made by Deputy Chief Costamagna and seconded by Division Chief Chad Wilson to approve the consent agenda and Board Meeting minutes, January 25, Motion carried. 6. PRESENTATION: None AYES: City of Sacramento, Folsom, Sacramento Metro, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: 4

8 7. COMMITTEE REPORTS: A. Finance Committee The Finance Committee met on February 5, 2018, and received an update from Matt Wooden regarding the Intterra project. The committee discussed the Preliminary Budget, FY 2018/2019, Pro Q.A., a meeting software called Convene, as well as EMS Center personnel are working on updating the Policies and Procedures and will bring them before the Personnel Committee for review once a revised draft has been created. The Committee also received updates in Closed Session regarding personnel issues, labor negotiations and anticipated litigation. B. Personnel Committee 8. ACTION ITEMS: The Personnel Committee met on February 15, 2018, and discussed the Preliminary Budget, FY 2018/2019. Due to a scheduling conflict of one of the members, the Personnel Committee Meeting had to be abbreviated. a. Old Business: Items from previous Board Meeting(s) that have not been resolved and require attention. None b. New Business: 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 Deputy Chief Costamagna made a motion and it was seconded by Deputy Chief Zehnder to approve the primary and secondary representatives to the NCSDIA Board. AYES: City of Sacramento, Sacramento Metro, Folsom, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: Motion carried. 9. PRESENTATION/DISCUSSION/POSSIBLE ACTION: 1. Convene Meeting Scheduling Software Convene provided a Web-X for us to review the software program. The Center will give the product a trial run and will report back to the Board. 2. Center Transportation Options 5

9 We have three vehicles currently assigned to the Center. CED Thuesen would like to explore the financial feasibility of procuring two to three additional vehicles for Center use. He said the additional vehicles would be allocated for Administrative Services use, Operational use and as a chase vehicle when the Comm Van is deployed. The Board suggested that part of the exploration should include addressing consistent markings on the Center vehicles. CED Thuesen will explore this proposed procurement with the Finance Committee as we move forward with the Preliminary Budget, FY 2018/ Update Regarding Board-Up RFP The OPS Chiefs and Center staff have reviewed the RFP submittals and have selected six construction companies for inclusion on the Board-Up list. Notification will go out to all of the contractors this week. CED Thuesen thanked Wendy Crosthwaite and Janice Parker for their assistance in reviewing all of the submittals and creating a spreadsheet to use in evaluating the various contractors wishing to participate in the Board-up program. 4. Pro Q.A. Approval and/or Direction We met with OPS Chiefs, EMS Chiefs and Center staff regarding Pro Q.A. The approximate cost for this software is $125,000 - $150,000 including implementation. While the need to replace our existing EMD cards is not urgent, it will need to be done very soon. The card system will no longer be supported and Pro Q.A. has become the industry standard. CED Thuesen is seeking permission from the Board to proceed with this purchase and installation within the next six months. A motion was made by Assistant Chief Johnson and seconded by Division Chief Wilson to purchase Pro Q.A., including CAD integration and training, using the CIP, with cost not to exceed $150,000. AYES: City of Sacramento, Sacramento Metro, Folsom, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: Motion carried. 5. Rapid Deploy Approval and/or Direction Assistant Chief Johnson recommended removing this item from the agenda. 6. West Net Direction A team will be going to visit the West Net factory as well as Verdugo Comm Center to see the product in action. The initial cost estimate for the product was not to exceed $600,000, but the cost is coming in closer to $632,000. Our Project Manager, Diane House, has been in contact with West Net to be sure that the pricing quoted to us is in line with HGAC. 10. INFORMATION: 6

10 1. Communications Center Statistics The statistics were contained in the Board packet. 2. NBS Contracting Agency Agreement Update NBS is moving forward with their research and are reviewing six other similar sized communication centers to help establish cost per call comparisons. We anticipate completion of this research and the establishment of an estimated cost per call within the next 30 days. 3. Strategic Planning Update We had our first brain-storming meeting (Special Workshop) a couple of weeks ago to kick off this project. CED Thuesen is looking for direction as to where we go from here. Assistant Chief Johnson suggested involving center personnel, as well as the Chiefs to get a fuller picture of the future needs of the Center. 4. Setna Funding Model A staff report was included in the Board packet. Setna Funding is available to the Center every five years to be used for various projects according to specific guidelines. However, the model will be changing and the amount of funding and the guidelines for its use will be different. CED Thuesen will keep the Board apprised of the changes and how they will affect us. 11. CENTER REPORTS A. Chief Executive Director Report 1. CED Thuesen congratulated Wendy Crosthwaite on her five year anniversary. B. Administrative Services Manager 1. Administrative Services Manager Starosciak congratulated Julee Todd on her 15 years of service to the Center. Ms. Todd currently holds the position of Administrative Supervisor and had previously served as our Training Supervisor and was NAPCO s Supervisor of the Year for We appreciate her many contributions. 2. The Accounting Team has won the GFOA Excellence in Budgeting Award for the fourth year in a row. Cierra Lewandowski, Cindy Chao and Chia Vargo worked hard to accomplish this achievement. 3. The Department of Forestry audited us last week as part of the Cal OES audit they are performing. They will continue to work with us to establish our administrative rate for reimbursement. The auditors who came to the Center were pleased with our responsiveness. 4. We accomplished two milestones with our CAD system last month. During our last CAD restart we moved from Live CAD I to Live CAD II, which affords us redundancy and no adverse affects were experienced. On March 1 we did a complete shut-down with CAD, Jr. as we moved it from the Center to the CTC and restarted it with no negative impacts. CAD, Jr. can now be 7

11 accessed from both the Center and the CTC. Brad Dorsett and Shane Steckelberg did a great job preparing for and completing this task. 5. Northrup Grumman is in the process of preparing several financial quotes related to the implementation of West Net and Pro Q.A. CAD stability is also a high priority so Northrup Grumman is also quoting CAD hardware replacement, GIS tools and also a way to either stabilize or do away with RDLAP. 6. At the end of this month we will have completed our NICE logging system upgrade as part of the requirements to be P-25 compliant. We will also have completed the Motorola radio system upgrade. 7. The Center will be performing the UPS switchover at the end of this month and notification will be sent out with specific dates and times. 8. Our accounting system is at end of life and we are exploring many replacement options and will select the one that bests serves the needs of our Center. 9. The Accounting Team will have a fiscal budget prepared for review at the April Finance Committee Meeting. 10. Matthew Wooden has completed the GIS ST Training Class and has completed half of his task book. Once this is completed he will be registered as GIS resource in ROSS. C. Communications Manager 1. Our new Training Supervisors have been extremely busy this month. Supervisors Poirier and Strong have put together training for: acting supervisors, ROSS training classes, train-the-trainers as well as having three call takers in radio training on the floor where we have been splitting the channels. 2. A couple of our dispatchers attended CAL NENA and presented a document where they shared lessons learned. 3. We have been working with the Sacramento Regional IMT team to streamline our processes. 4. Operations is working with Metro Fire to update the emergency helicopter protocols. 5. Call Taker policies are being updated and meeting dates have been put on the calendar. 6. Operations is working closely with the IT Team to mitigate any unforeseen issues that might arise during the UPS replacement implementation. 7. We are moving toward a greener process with our EMD audits and are ing them rather than printing out a paper copy. The EMD-Q team is exploring ways to honor those individuals with life saves. 8. During the month of February: several of our dispatchers participated in fill the boot and the May Day Drill. We hosted Firefighters from Saudi Arabia who were interested in observing the dispatch floor and hearing about how our Center functions. Two 8

12 members of our dispatcher team are attending a leadership class and they are grateful for the opportunity to do so. 9. Two additional personnel have been added to our Peer Support team. 10. During the month of January the Center processed 17,546 calls, with a total of 34,000 calls received. There were16 life saves and three of them were childbirths, as well as 28 working fires all in all a very busy month. D. Medical Director 1. Dr. Mackey gave a brief overview of his major accomplishments since he had been hired. 2. A gap has been found in the County with regard to understanding the use of Cath labs and Dr. Mackey has established training county-wide to rectify this gap. The training was rolled out in January and Dr. Mackey has seen improvement. 3. Dr. Mackey has initiated ALEAP (Advanced Life EMS for Advanced Practitioners) training and the first class was conducted at Sac State several weeks ago. It is advanced training focusing on cardiac incidents and airway management, topics chosen by the providers. This advanced training will be conducted on a quarterly basis. A cadaver skills lab is also planned. 4. Naloxone training is being conducted with Sac PD, Sac Sheriff, Rancho Cordova and Citrus Heights PD and Galt PD. The first administration of naloxone was performed by Sac PD three days after the training and the result was successful. As a result of this successful administration, Dr. Mackey was asked to provide training to the coroner and forensic pathologists. 5. Dr. Mackey has been visiting the firefighter and single role paramedic training academies for Metro and Folsom and speaking on airway management and innovative techniques which have proven useful in the field. 6. On Wednesday Dr. Mackey will attend a quality improvement meeting at Metro. 7. He is working with the Center as we move toward Pro Q.A. implementation. 8. We need to upload cardiac arrests and give feedback which is currently not being done on a regular basis. 9. Dr. Mackey expressed a need for a data manager and had created a proposal for consideration by the Board. The Board suggested that he work with CED Thuesen and bring the proposal to the Personnel Committee for review and discussion. 10. The next issue Dr. Mackey addressed was the use of Dopamine. He said it is very expensive to purchase and is used very seldom. He is developing training in the use of push-dose compressors filled with epinephrine, in an effort to change the protocols from Dopamine use to epinephrine in the County. This change would not require any additional equipment and would be less expensive. 11. Dr. Mackey is also beginning to work with the city schools, law enforcement and fire to provide training for stop the bleed kits. 9

13 12. CORRESPONDENCE None 13. COUNSEL REPORT Counsel reported on a project regarding a controversy with SRRCS and secondary users on the radio system who are utilizing our radios at our expense. SRRCS wanted us to use their agreement for paid secondary users, which we do not wish to do. Our agreement allows us to have more control over these users, as the Center would make initial payment for the radio block and then be reimbursed by the users. 14. BOARD MEMBER COMMENTS Deputy Chief Costamagna congratulated the Accounting Team on the GFOA award. Assistant Chief Johnson said he and CED Thuesen presented a speech at a local NAPCO meeting regarding the workings of a large communications center. Thank you for attending the Metro leadership classes it is important to have dispatch representation. The Saudi firefighters enjoyed their visit to the Comm Center. Matt Wooden and John Herrera have been valuable assets while working on a project for Rancho Cordova. CED Thuesen has done a great job on a paper that will be presented at the CAP to CAP. Assistant Chief Johnson agreed that a consistent form of dispatcher recognition for life saves should be established. He expressed appreciation to Dr. Mackey for getting involved and leading the charge to improve responses. 15. ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA: 16. CLOSED SESSION 1. CONERENCE WITH LABOR NEGOTIATOR* Pursuant to Government Code Section District Negotiator(s) Counsel, Robert Kingsley Joe Thuesen, Chief Executive Director Employee Organization(s) Teamsters Local 856 Teamsters Local PERSONNEL ISSUSES* 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 3. PERSONNEL ISSUSES Pursuant to California Government Code Section The Board will meet in closed session to: a. Discuss employment contracts for: 10

14 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 Closed session was convened at 4:13 p.m. Open session was reconvened at 7:22 p.m. The Board received updates on labor negotiations and general direction was given. The Board discussed employee evaluation of Chief Executive Director; no action was taken. The Board discussed employment contract renewals for Administrative Services Manager and Executive Assistant. Meetings will be scheduled for the Administrative Services Manager and Executive Assistant with the Personnel Committee to discuss their contracts. No action was taken in Closed Session. The Board received updates on two potential cases of anticipated litigation; no action was taken. 17. The meeting of the Governing Board was adjourned at 7:24 p.m. until the next Special Meeting of the Governing Board scheduled for 9:00 a.m., April 25, 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 11

15 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Budget to Actual Report As of February 28, 2018 FY Expenses For Month Ending February 28, 2018 Computer Services and Supplies 1.05% Facilities and Maintenance 1.59% Other Salaries and Benefits 82.47% Screening, Hiring, Training and Maintaining Staffing 3.07% Communications Equipment and Services 9.95% Materials and Supplies Computer 0.60% Services 0.86% and Equipmen t 0.56% Professional Services Other Expenses 0.42% Budget to Actual FY As of February 28, 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 4,633, % 2,415,160 34% Materials and Supplies 56,300 33, % 22,712 40% Professional Services 192,270 48, % 144,163 75% Communications Equipment and Services 690, , % 131,805 19% Computer Services and Supplies 142,262 58, % 83,334 59% Facilities and Maintenance 190,348 89, % 101,175 53% Screening, Hiring, Training and Maintaining Staffing 85, , % (87,151) 102% Other Expenses 17,100 23, % (6,651) 39% Capital Outlay 354, % 354, % Total 8,776,257 5,617, % 3,158,548 36% 6/30/2016 8/31/

16 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Revenues Report As of February 28, 2018 FY Revenues For Month Ending February 28, 2018 Member Contribution 92.23% Reserves Capital Improvements 6.38% Other 1.38% Board Ups 0.19% CTC Conference Room Rental 0.13% CTC Command Catering 0.26% Backbone Reimb. 0.72% Revenues FY 17/18 As of February 28, 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 1,643 Board Ups 24,000 16,500 CalCard Incentives 3,000 4,508 Admin Fee Backbone 800 CTC Conference Room Rental 11,500 11,320 CTC Command Catering 13,000 22,911 Miscellaneous 1, Reserve Capital Improvements 554, ,000 Total 8,776,257 8,676,971 *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

17 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Overtime Report As of February 28, FY Comparative OT Report Admin Staff As of FEbruary 28, 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 February 28, 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 February 28, 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

18 SPECIAL PERSONNEL COMMITTEE MEETING March 14, 2018 COMMITTEE MEMBERS Chief Mike McLaughlin Assistant Chief Maurice Johnson COMMUNICATIONS CENTER MANAGEMENT Joe Thuesen Joyce Starosciak OTHERS IN ATTENDANCE Bob Kingsley Janice Parker Cosumnes Community Services District Sacramento Metropolitan Fire District Interim Chief Executive Director Administrative Services Manager Counsel, SRFECC Administrative Analyst, SRFECC 1. The meeting was called to order and roll call was taken at 8:48 a.m. 2. There was no public comment. OPEN SESSION: 1. Discussion of Policies and Procedures CED Thuesen gave a copy of the existing operating Policies and Procedures to the committee members. These policies and procedures are very outdated and need to be updated. We contacted Lexipol to see if they would be able to assist with this project, but they are not able to do so. We are seeking direction as to how to how to proceed. Chief McLaughlin suggested combining policies and the associated procedure (how to carry out the policy) into a single document including hyperlinks, to minimize paperwork. He said we should make determinations about the policies and procedures that should be kept, changed or deleted. Both members stressed the importance of maintaining the policies and procedures and incorporating the documents into standard formats. As part of transparency, once the Personnel Committee has had an opportunity to review the updates, new and/or revised policies should go before the Board for approval and/or consent. The Personnel Committee members said revision dates should be included and previous versions should be kept for reference purposes. 2. Discussion of Personnel Authorization Document The revised Personnel Authorization Document was disseminated for review. Changes had been made to the document based on suggestions made at the previous Personnel Committee meeting. The Personnel Committee recommended that this FY 2017/2018 Personnel Authorization Document with funded authorized positions listed go before the full Board for approval as a presentation item. This will become the base line for future Personnel Authorization Documents. As part of the creation of the Preliminary Budget FY 2018/2019, a revised Personnel Authorization Document will be created to incorporate any proposed additional positions. 3. Discussion of Strategic Plan We have had an initial meeting to begin this process. For our next meeting union representatives should be invited to participate. 15

19 The result of these strategic planning meetings should be the creation of a living document addressing the next five years: including future staffing needs, facilities, marketing and messages to the field and incorporating feedback. We should start with creating committees and determining the membership of those committees and establishing committee(s) goals. 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. Two (2) potential cases Closed session was convened at 9:42 a.m. Open session was reconvened at 10:20 a.m. The Committee received an update on labor negotiations and two cases of potential litigation and no action was taken. Two employment contracts were discussed in Closed Session and action was taken. The contract for the Executive Assistant (Wendy Crosthwaite) was affirmed. The contract for the Administrative Services Manager (Joyce Starosciak) was not renewed. 5. ADJOURNMENT: The meeting was adjourned at 10:20 a.m. until the next regularly scheduled meeting of the Personnel Committee April 10, 2018 at 9:00 a.m. Respectfully submitted, Janice Parker Clerk of the Board Mike McLaughlin, Chairperson Maurice Johnson, Vice Chairperson 16

20 SPECIAL FINANCE COMMITTEE MEETING March 14, 2018 COMMITTEE MEMBERS: Chief Felipe Rodriguez COMMUNICATIONS CENTER MANAGEMENT Joe Thuesen OTHERS IN ATTENDANCE Bob Kingsley Janice Parker Folsom Fire Department Interim Chief Executive Director Counsel, SRFECC Administrative Analyst The meeting was called to order at 10:30a.m. Mr. Kingsley requested that the agenda be re-ordered to remove three items from 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 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. Two (2) potential cases There was no public comment. OPEN SESSION: 1. Discussion of Preliminary Budget FY 2018/2019 We have begun the creation of the Preliminary Budget FY 2018/ Discussion of Personnel Authorization Document A copy of the Personnel Authorization Document was disseminated for review. This document was created based on the FY 2018/2019 Budget. At the present time we are short three authorized dispatcher positions and have begun the process to re-fill them. CED Thuesen told the Committee that he will be requesting four additional dispatcher positions for FY 2018/2019. CED Thuesen said that the Personnel Committee had recommended that this FY 2017/2018 Personnel Authorization Document with funded authorized positions listed go before the full Board for approval as a presentation item. This will become the base line for future Personnel Authorization Documents. 3. Discussion of Strategic Plan We have had an initial workshop to begin this process. For our next meeting union representatives should be invited to participate. We will examine the fiscal impact of our five year strategic plan. Chief Rodriguez cautioned CED Thuesen to make his goals realistic and achievable when laying out the five year strategic plan. 17

21 CLOSED SESSION: 1. PERSONNEL ISSUES (Removed from agenda) 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* (Removed from agenda) 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* (Removed from agenda) 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 11:22 a.m. Open session was re-convened at 11:38 a.m. The Committee received an update regarding labor negotiations and no action was taken. ADJOURNMENT: The meeting was adjourned at 11:38 a.m. until he next regularly scheduled Finance Committee Meeting - Tuesday, April 10, 2018 at 10:30 a.m. Respectfully submitted, Clerk of the Board Chad Wilson, Chairperson Chris Costamagna, Vice Chairperson 18

22 PROCLAMATION Issued this 27th day of March, 2018, In recognition of NATIONAL PUBLIC SAFETY TELECOMMUNICATORSWEEK observed between Sunday, April 8, 2018 and Saturday, April 14, This week is set aside in recognition of the men and women dedicated to that portion of emergency services responsible for the fielding of requests for assistance and the actions required to insure a speedy and responsible termination to those requests. Be it recognized today by the Governing Board of SACRAMENTO REGIONAL PUBLIC SAFETY COMMUNICATIONS CENTER That the professional call-takers, dispatchers, supervisors and support personnel are duly honored and recognized for their vital part in the role of emergency services provision. Without their significant role the delivery of personnel and equipment would not be possible. Joseph Thuesen, Chief Executive Director Maurice Johnson, Chairperson 19

23 Position SRFECC POSITIONS & AUTHORIZATION DOCUMENT (PAD) Budget: FY 17/18 FY - 17/18 (Budget) FTE Positions FY - 17/18 (Filled) FTE Positions Chief Executive Director 1 1 Communications Manager 1 1 Administrative Services Manager 1 Executive Assistant 1 1 Administrative Analyst 1 1 CENTER MANAGEMENT 5 4 Part Time Volunteer Comments Position OPERATIONS FY - 17/18 (Budget) FTE Positions OPERATIONS DIVISION FY - 17/18 (Filled) FTE Positions Part Time Volunteer Comments Dispatch Supervisor 7 6 Dispatcher Call Taker 0 10 Recruit Dispatcher Position IT INFORMATION TECHNOLOGY (IT) DIVISION FY - 17/18 (Budget) FTE Positions FY - 17/18 (Filled) FTE Positions Part Time Volunteer Comments CAD Technician 1 1 GIS Coordinator 2 2 RF Engineer 1 1 Network Systems Engineer 1 1 Help Desk Technician 1 1 Position Administration / Training Center 6 6 FY - 17/18 (Budget) FTE Positions FY - 17/18 (Filled) FTE Positions Office Specialist Finance ADMINISTRATIVE SERVICES DIVISION Financial Analyst 1 1 Payroll & Benefits Technician 1 1 Accounting Specialist 1 1 Office Specialist Total Personnel Part Time Volunteer Comments 20

24 Total number of CAD incidents entered for February: 15,598 21

25 Average number of CAD incidents entered per day for February: 557 Average Number of Incidents Per Day MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB % CHANGE 2.41% 2.10% 3.83% 4.02% 4.87% 5.21% 0.58% 4.79% -0.37% 2.67% -3.08% -0.31% Percent change March December annotates 2016/2017 Percentage change January-February annotates 2017/

26 The following data is the telephony performance measures for the Sacramento Regional Fire/EMS Communications Center (SRFECC) during the month of February, 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 February, 2018 dispatch staff processed 24,920 incoming calls and 6,994 outgoing calls for a total call volume of 31,914. Detailed Breakdown of Information Incoming Lines Emergency lines: 12,591 Seven-Digit Emergency lines (7DE): 3,882 Allied Agency/Alarm Companies: 2,742 Non-Emergency/Administrative (7DA) lines: 5,705 23

27 The following data represents incoming call distribution according to class of service. February totals: 12,591 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 February, the dispatch team answered all calls on emergency lines within 15 seconds 97.43% of the time and answered within 40 seconds 99.75%. 24

28 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. 25

29 o Customer Service Score Average* (Baseline Requirement of 95%) Overall Customer Service Score FEB 18: 99.25% Overall Customer Service Score AUG 17 to FEB 18: 99.52% o Overall Compliance Score Average* (Baseline Requirement of 90%) Overall Compliance Score FEB 18: 98.58% Overall Compliance Score AUG 17 to FEB 18: 97.48% *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. 26

30 10 Life Saves February On February 4 th, Call Taker Sara Sherman, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 2. On February 6 th, Dispatcher Anna Meyer, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 3. On February 6 th, Supervisor Tara Poirier, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 4. On February 7 th, Call Taker Theresa Miller, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 5. On February 10 th, Call Taker Laura Macias, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 6. On February 10 th, Call Taker Janet Tracy, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 7. On February 12 th, Call Taker Angela Stefenoni, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 8. On February 12 th, Call Taker Janet Tracy, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 9. On February 20 th, Call Taker Yvonne Vazquez, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 10. On February 22 nd, Dispatcher Michelle Goucher, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 27

31 Opened/Closed Records Per Category Date range 02/01/ /28/2018 Generated on 03/19/ :24 Category Opened SRs Closed SRs Total (Opened - Closed) CAD Communications Facility GIS Hardware Information Only Intrado Phone System NEW CAD ISSUE Profile Software Total NEW CAD ISSUE 1% Profile Intrado 3% Phone System 4% Software 13% February 2018 Closed Records CAD 6% Communications 4% 8% CAD Communications Facility Information Only 10% Hardware 25% GIS 12% Facility 14% GIS Hardware Information Only Intrado Phone System NEW CAD ISSUE Profile Software 28

32 Elk Grove Police Department presents the 22 nd Annual OPST Banquet Havana Nights style Friday April 6 th :30pm 10pm Citrus Heights Community Center 6300 Fountain Square Dr. Citrus Heights, Ca Featuring Cuban Style Cuisine Win a trip to Hawaii! Celebrate your Dispatcher 5 night stay in Maui of the Year! Dinner tickets are $35. Proceeds benefit the EOW Fund. Contact your local OPST Representative for Tickets! 29