1. Board Meeting Synopsis (May 2,2016) Page 2. Budget to Actual (April) Page 3. Revenues (April) Page 4. Overtime Report (April) Page

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1 Call to Order Sacramento Regional Fire/EMS Communications Center Systems Parkway, Sacramento, CA (916) Fax (916) A G E N D A 9:00 a.m. Tuesday, May 31, 2016 REGULAR MEETING OF THE GOVERNING BOARD OF SRPSCC Sacramento Metropolitan Fire District Headquarters Armstrong Ave Rooms #384 & 385 Mather, CA Chairperson Roll Call Member Agencies Secretary Pledge of Allegiance AGENDA UPDATE: An opportunity for Board members to 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 within the subject matter jurisdiction of the Board. 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 (May 2,2016) Page 2. Budget to Actual (April) Page 3. Revenues (April) Page 4. Overtime Report (April) Page PROPOSED ACTION: Motion to Approve Consent Agenda PRESENTATION: 1. Longevity Recognition:* 1. Linda Luis 3 yrs. - May 1, Joyce Starosciak 3 yrs. May 1, 2016 COMMITTEE REPORTS: 1. Finance Committee (May 10, 2016) Page 2. Personnel Committee* ACTION ITEMS: a. Old Business: Items from previous Board Meeting(s) that have not been resolved and require attention. b. New Business: 1. Resolution #11-16, Adopt Preliminary Budget, FY 2016/2017 Page 16 * INDICATES NO ATTACHMENT 1

2 PRESENTATION/DISCUSSION/POSSIBLE ACTION: None INFORMATION: 1. Communications Center Statistics (April) Page CENTER REPORTS: Consolidation of Administrative, Operational and Technical Reports. 1. Chief Executive Director* 2. Administrative Services Manager (April) Page 3. Communications Manager* 23 CORRESPONDENCE: MHz Paging System Page 24 COUNSEL S REPORT: ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA: 1. Discussion/Approval of FY 2014/2015 Financial Audit Report Prepared By Richardson & Company June 28, 2016 Regular Board Meeting (Richardson & Company on Vacation during the May Board Mtg.) 2. Discussion/Approval of SRFECC Investment Policy -June 28, 2016 Regular Board Meeting CLOSED SESSION: Included on agenda as needed. 1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION* 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 Evaluation: Chief Executive Director 2. 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 regularly scheduled Board Meeting is for June 28, Location: Sacramento Metropolitan Fire District, Armstrong Ave, Mather, CA Time: 9:00 a.m. Distribution: Board Members, Alternates and Chiefs Posted at: Administration Office DISABILITY INFORMATION: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in *INDICATES NO ATTACHMENT 2

3 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 May 26, 2016, 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 May 2, 2016 GOVERNING BOARD MEMBERS Chief Ron Phillips Deputy Chief Chris Costamagna Deputy Chief Eric Bridge Deputy Chief Mike McLaughlin City of Folsom Fire Department City of Sacramento Fire Department Sacramento Metropolitan Fire District Cosumnes Community Services District GOVERNING BOARD MEMBERS ABSENT COMMUNICATIONS CENTER MANAGEMENT Teresa Murray Chief Executive Director Joyce Starosciak Administrative Services Manager Linda Luis Communications Manager OTHERS IN ATTENDANCE Bob Kingsley Janice Parker Wendy Crosthwaite Cindy Chao Cierra Lewandowski Sara Roush Shane Steckelberg Matthew Wooden Kylee Soares Jill Short Brady Jones General Counsel, SRPSCC Administrative Analyst, SRPSCC Executive Assistant, SRPSCC Financial Analyst, SRPSCC Payroll Benefits Technician, SRPSCC Office Assistant, SRPSCC Systems Engineer, SRPSCC GIS Coordinator, SRPSCC Operations Supervisor, SRPSCC Local 856 Representative Dispatcher, SRPSCC 1. The meeting was called to order and roll call was taken at 1:00 p.m. 2. The Pledge of Allegiance was recited. 3. There were no agenda 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 Bridge and seconded by Deputy Chief Costamagna to approve the consent agenda and Board Meeting minutes, March 29, Motion carried. 6. PRESENTATION: AYES: Folsom Fire, City of Sacramento, Sacramento Metro, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: May 2, 2016 Minutes 4

5 1. Longevity Recognition: a. Mike Grace 24 yrs. April 1, 2016 (unable to attend) b. Matt Wooden 3 yrs. April 8, 2016 c. Kelly Campbell 1 yr. April 13, 2016 unable to attend) d. Brady Jones - 1 yr. April 13, 2016 Chief Executive Director Murray asked all the employees celebrating their anniversaries to come to the front of the room to be recognized. She thanked everyone, especially Mike Grace for his 24 years of service to the Center as Dispatcher, Floor Supervisor and Training Supervisor. She also acknowledged other longevity certificate recipients for their continued loyalty and contribution to SRPSCC. Administrative Services Coordinator, Joyce Starosciak, presented Matthew Wooden with a longevity certificate and shared with the Board that Mr. Wooden is always anxious to learn something new and is willing to take on new challenges. She said he is truly an asset to SRFECC. Linda Luis, Communications Manager, acknowledged Brady Jones three years of service, including five life saves, and presented him with a certificate. 2. Presentation of Telecommunicators Week Proclamation Fire Chief Tracey Hansen Deputy Chief McLaughlin presented Chief Executive Director Murray with a Telecommunicators Week proclamation on behalf of Cosumnes Community Services District. 3. Board Acknowledgement of California State Municipal Finance Officers Award for Distinguished Budget Document for the SRFECC Accounting Team The members of the Accounting Team received the Award for Distinguished Budget Document. They have worked hard to prepare a document that not only details our financial evolution, but also shares the story of our entire organization. 4. Board Acknowledgement of Government Financial Officers Association Budget Award for the SRFECC Accounting Team For the second year in a row the Accounting Team also received the Government Financial Officers Association Award for the preparation and presentation of the SRFECC Budget for FY 2015/ COMMITTEE REPORTS: A. Finance Committee The Finance Committee had not met since our last Board meeting. B. Personnel Committee Personnel Committee had not met since our last Board meeting. 8. ACTION ITEMS: a. Old Business: Items from previous Board Meeting(s) that have not been resolved and require attention. May 2, 2016 Minutes 5

6 None b. New Business: None 9. PRESENTATION/DISCUSSION/POSSIBLE ACTION: 1. Discussion Regarding Invoicing Schedule Change for Medical Control Fee Commencing June 1, 2016 The Sacramento County EMS agency has requested a change in the billing cycle for the JPA payment of medical control fees. They have requested yearly invoicing rather than quarterly invoicing as is currently being done. There will be no financial impact as a result of the adjustment in the billing cycle. A motion was made by Deputy Chief Costamagna and seconded by Deputy Chief Bridge to adopt this change. Motion carried. AYES: Folsom Fire, City of Sacramento, Sacramento Metro, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: 2. Discussion Concerning Interplay Between Board Policies, Administrative Regulations and Standard Operating Procedures a. Direction to Legal Counsel to Draft Board Policies b. Decision Concerning Administrative Regulations c. Acknowledgment of Standard Operating Procedures Mr. Kingsley had been asked to review our existing Board policies and make recommendations regarding any necessary revisions. During the course of his research, Mr. Kingsley located two sets of policies dated 1993 and 1998 and a policy manual. He was however, unable to determine whether any of these documents had been adopted by the Board. Counsel said a conversation with the Board to determine what they actually want for their policies is warranted. He provided a standard document format which would include dates of revisions. The 1993 and 1998 versions of the policies will be provided to the Board for review. Deputy Chief McLaughlin asked that Operations Chiefs be given an opportunity to provide input as we move forward with policy revisions. Board policies should provide guidelines addressing the operation of the governing Board, not necessarily how they perform these tasks. May 2, 2016 Minutes Chief Executive Director Murray said staff members are reviewing policies and procedures that pertain to the Center and Center personnel in order to provide a viable updated version. She requested to have the Board table this discussion until staff has completed this task and she is able to review the revisions. 6

7 May 2, 2016 Minutes Chief Phillips suggested a workshop format for discussion of Board policies and review of Center policies and procedures at a future meeting. A motion was made by Deputy Chief Bridge and seconded by Deputy Chief McLaughlin to table this discussion. Motion carried. 10. INFORMATION: AYES: Folsom Fire, City of Sacramento, Sacramento Metro, Cosumnes Community Services District NOES: ABSENT: ABSTAIN: 1. Communications Center Statistics (March) The statistics were contained in the Board packet. 11. CENTER REPORTS A. Chief Executive Director Report 1. Chief Executive Director Murray thanked Linda Luis and Joyce Starosciak for assuming Chief Executive Director responsibilities in such an efficient and professional manner during her absence. 2. Thank you Chief Hansen and Deputy Chief McLaughlin for the Proclamation acknowledging Telecommunications Week. 3. Chief Executive Director Murray praised Administrative Services Manager, Joyce Starosciak for her excellent leadership of the Accounting Team, as evidenced by the CSMFO and GFOA awards. 4. The Center will be assuming dispatch services for River Delta and Isleton beginning May 16, B. Administrative Services Manager Report 1. The Center closed 116 Help Desk tickets this month. 2. Pulse Point has been added to Courtland and Walnut Grove. The other volunteer agencies have yet to add Pulse Point. 3. Systems Engineer Steckelberg has been working on our current firewall. We are considering purchasing a new firewall with the implementation of our new CAD system. 4. Thank you to everyone for their attendance and participation at the New World Conference. 5. The Center has received 100% of their OES deployment reimbursements. 6. The financial audit results from Richardson and Company will be available for Board review at the May 31, 2016, Board Meeting. 7

8 C. Communications Manager Report 1. We appreciated your acknowledgement of Telecommunicators Week and were very pleased with the constituents who came by the Center and attended the OPST banquet in appreciation and support of our Center staff. 2. We have beefed up our Ross training in anticipation of the upcoming fire season. 3. Two of our dispatchers, Roman Kukharets and Casey Quintard, are getting their class II driver s licenses in order to be able to drive the Comm Van. 4. Supervisor Thuesen recently returned from the Navigator Conference where he presented a session on Hiring for Character. The session was very well received. 5. The Sacramento Kings honored the dispatch profession at one of their recent home games. Several of our staff were present at the game and Financial Analyst, Cindy Chao, participated in the half time entertainment. 12. CORRESPONDENCE 1. Letter From Stephen Cantelme, Chief of Emergency Services to Fire Chief Stan Simi, River Delta Fire Protection District and Dan Hinrichs, City Manager, City of Isleton Fire Department Regarding the Sacramento County Radio Communication Plan. A copy of this correspondence was contained in the Board packet. 2. Letter From Fire Chief Ron Phillips, Folsom Fire Department, to Fire Chief Stan Simi, River Delta Fire Protection District, Regarding Overhead Radio Identifier Assignment A copy of this correspondence was contained in the Board packet. 3. Letter From Fire Chief Ron Phillips, Folsom Fire Department, to Daniel J. Hinrichs, P.E., City Manager, City of Isleton, Regarding Overhead Radio Identifier Assignment. A copy of this correspondence was contained in the Board packet. 13. COUNSEL REPORT None 14. BOARD MEMBER COMMENTS None 15. ITEMS FOR DISCUSSION AND POTENTIAL PLACEMENT ON FUTURE AGENDA: 1. Adoption of the FY 2016/2017 Preliminary Budget 2. Board Policies Workshop 16. CLOSED SESSION 1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION* Pursuant to California Government Code Section May 2, 2016 Minutes 8

9 Action/Discussion to Appoint, employ, dismiss, Accept the Resignation of or Otherwise Affect the Employment Status of a Public Employee One (1) case Employee Evaluation: Chief Executive Director 2. 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 1:50 p.m. Open session was reconvened at 3:18 p.m. The Board received an update regarding a public employee evaluation and two potential cases of anticipated litigation. No action was taken. 17. The meeting of the Governing Board was adjourned at 3:18 p.m. until the next Meeting of the Governing Board scheduled for 9:00 a.m., May 31, 2016, at Metro Board Chambers, Armstrong Ave Rooms # , Mather, CA Respectfully submitted, Janice Parker Clerk of the Board Ron Phillips, Chairperson Tracey Hansen, Vice Chairperson May 2, 2016 Minutes 9

10 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Budget to Actual Report As of April 30, 2016 Budget to Actual - FY 15/16 As of April 30, 2016 Professional Services 5.69% Facilities and Maintenance 2.20% Salaries and Benefits 77.38% Other Other 22.62% Recruitment, Retention and Training 2.00% Materials and Supplies 0.63% Communications Equipment and Services 10.23% Computer Services and Equipment 1.71% Computer 0.16% Services and Equipmen t 0.56% Misc. Expenses Budget to Actual - FY 15/16 As of April 30, 2016 Expenses FY 15/16 Budget YTD Expenses 4/30/16 % of YTD Expenses $ Under / (Over) Budget % Under/ (Over) Budget Salaries and Benefits 6,441,629 5,021, % 1,419,763 22% * Communications Equipment and Services 1,137, , % 473,979 42% Professional Services 420, , % 50,973 12% Facilities and Maintenance 177, , % 34,831 20% Recruitment, Retention and Training 126, , % (3,635) -3% Capital Outlay 909, % 909, % Materials and Supplies 91,300 40, % 50,343 55% Computer Services and Equipment 230, , % 119,537 52% Misc. Expenses 20,000 10, % 9,542 48% - Total 9,554,693 6,489, % 3,065,048 32% Days Remaining in Budget Period/Days YTD in Budget Period 16% *Please note that Salaries and Benefits includes reimbursements from OES Deployments YTD 6/30/2016 8/31/

11 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Revenues Report As of April 30, 2016 FY Revenue as of April 30, 2016 Interest Income 0.086% Board Ups 0.228% CalCard Incentives 0.040% Member Contribution % OES Deployment 1.809% CTC Contracted Training 0.006% CTC 0.172% Other 0.002% Metro E Reimbursement 0.029% Revenues - FY 15/16 As of April 30, 2016 FY 15/16 Preliminary Budget Revenue Received as of 4/30/16 Budget Remaining Member Contribution 8,003,132 8,003,134 Metro E Reimbursement 10,000 2,377 Reimb. Revene - Backbone 69,600 Reimb. Revenue - SETNA Training 3,000 OES Deployment 148,331 Other: Interest Income 6,000 7,043 Board Ups 19,000 18,700 CalCard Incentives 2,000 3,319 Notary Admin-Fee Backbone 400 CTC 10,000 14,134 CTC Contracted Training Other 1, Total Other 39,100 43,906 Total 8,124,832 8,197,748 *Numbers based on revenues received rather than revenues earned 11

12 Sacramento Regional Fire/EMS Communications Center Fiscal Year Monthly Overtime Report As of April 30, 2016 FY Comparative OT Report Admin Staff As of April 30, July August September October November December January February March April May June FY FY FY FY Comparative OT Report Communications Staff As of April 30, July August September October November December January February March April May June FY FY FY FY OT Hours resulting from OES Deployment As of April 30, July August September October November December January February March April May June FY Please note that OT due to OES deployment is included in Admin and Communications Staff OT numbers 12

13 FINANCE COMMITTEE MEETING May 10, 2016 GOVERNING BOARD MEMBERS Chief Ron Phillips Deputy Chief Eric Bridge City of Folsom Fire Department Sacramento Metropolitan Fire District GOVERNING BOARD MEMBERS ABSENT COMMUNICATIONS CENTER MANAGEMENT Teresa Murray Chief Executive Director Joyce Starosciak Administrative Services Manager OTHERS IN ATTENDANCE Janice Parker Wendy Crosthwaite Ingrid Sheipline Doug Kuromoto Administrative Analyst, SRFECC Executive Assistant, SRFECC Richardson & Company, LLP Richardson & Company, LLP 1. The meeting was called to order and roll call was taken at 1:30 p.m. 2. There was no public comment. OPEN SESSION: 1. Discussion of Financial Audit, FY 2014/2015 Richardson & Company Ingrid Sheipline, Richardson & Company, summarized results of the audit Richardson & Company performed. The audit report indicates a clean opinion. The management discussion provides a comprehensive overview of SRFECC s financials. The Center has a significant cash balance. However, their largest liability is related to employee benefits, including health and OPEB as well as the implementation of GASB 68 which requires full accountability of pension liability. The liability for retiree benefits will continue to increase as additional employees are hired, current employees reach retirement age, and health care benefit costs continue to increase. The net pension liability is affected by PERS discount rate. Effective with the year end of June 30, 2018, GASB 75 will be implemented which will result in changes to the disclosures for SRFECC s OPEB plan. The annual OPEB cost only reflects the actual amount of contribution for current retirees, but does not address the projected potential liability. The Center functions on a pay as you go for retiree benefits. An over-allocation of interest by the County was offset against funds being held upon the Center s withdrawal from County Department of Finance in fiscal year Doug Kuromoto said the Communications Letter addressed Richardson & Company s responsibility with regard to the scope of the audit. Mr. Kuromoto said the staff was very helpful to them as performed the audit. As part of the audit process Richardson & Company prepared 20 adjustments which he explained to the Committee. The management letter provides recommendations, some of which were based on initial processes established upon leaving County Department of Finance and have subsequently been adjusted. As May10, 2016 Minutes 13

14 required by California Government Code SRFECC investment policy will be presented to the Board annually for review and approval. The Finance Committee made the recommendation to have the audit documents brought before the Board at the May 31, 2016, Board meeting for approval. 2. Discussion Regarding Preliminary Budget, FY 2016/2017 Per Board direction Chief Executive Director Murray has reduced projected expenses in this Preliminary Budget, FY 2016/2017 document by $424,646, resulting in a balanced budget Anticipated funding for Workers Comp insurance has been cut by $30,000 as a result of an updated quote for the next fiscal year. Legal services have been cut by $70,000, due to a review of legal expenses not directly associated with SRFECC such as: the assumption of dispatching services for River Delta/Isleton and litigation as a result of 201 rights. Consulting services for Armanino has been pre-paid this year and the expense was removed from FY 2016/2017 Preliminary Budget. Athena IT support has been discontinued, saving us $30,000 for FY 2016/2017. Pulse Point software licensing and fees, $18,000, has been cut out of SRFECC FY 2016/2017 Budget. The initial cost for implementation had been provided through a grant, but annual maintenance will be shifted to each participating agency. Medical control services and CAD maintenance fees from Northrup Grumman have increased slightly in this preliminary budget. Based upon updated estimates radio maintenance and support has been reduced by $37,051 for the upcoming fiscal year. Any additional costs associated with P-25 will funded through the CPI. The Internet services line has been reduced by $72,000 as a result of removing the redundant AT&T line. The cost for 900 MHz pager services have been removed from this budget for a savings of $54,000. We anticipate correspondence from SRRCS stating they will no longer support the 900 MHz pagers. The radio equipment line has been reduced by $40,000 and other communication services and equipment line was reduced by $20,000 based on last year s expenditures. However, we are being mandated to move from analogue to digital radio consoles (P-25) to the tune of approximately $1,000,000. We have $1,082,000 in our CIP account, and this expenditure will drastically reduce the CIP account. The remaining sum of money in the CIP account will be used to fund any change orders, enhancements and interfaces for the new CAD, as well. Employee training was reduced by $19,000 and transportation costs were cut $7,200 by eliminating a planned lease vehicle. The $424,647 reductions made to the various line items has resulted in a balanced budget for FY 2016/2017, which was the direction the Board had given to Chief Executive Director Murray. Chief Executive Director Murray reminded the Committee that the Center has assumed responsibility for several projects that had not been funded initially and these have been accomplished without additional member agency assessments. May10, 2016 Minutes 14

15 Chief Phillips asked why the cost of overtime is so high when we are fully staffed. Chief Executive Director Murray responded that full dispatcher allocation of 36 from 1984, is no longer adequate to cover vacations, training days and sick absences, etc. based on our continually increasing call volume. However, the recruitment and retention budget line remains necessary as we continue to recruit new dispatch personnel as current employees retire or leave our employ. Chief Executive Director Murray is preparing a five year strategic staffing model plan to address this personnel issue. Chief Phillips asked about the costs associated with training. Center personnel attend valuable training and help mitigate costs by being active on Boards of organizations sponsoring the training and making presentations during the conferences/training and in some cases the conferences we attend are reimbursed by the State. A question was asked regarding Command Catering. The revenue generated from Command Catering helps to off-set the cost of the lease for our DR site, which Chief Executive Director Murray had been asked to procure with no additional money allocated to accomplish that. However, Deputy Chief Bridge indicated that Metro will be reclaiming their building at the end of our lease, April, The building has been equipped to facilitate the CAD build which will extend into 2018, and Chief Executive Murray wished to discuss a lease extension until the completion of the CAD build. Beginning with fiscal year 2017/2018, the member agencies should be prepared for increases in their assessments. The recommendation of the Finance Committee is to bring this revised FY 2016/2017 Preliminary Budget to the full Board for approval at the May 31, 2016 meeting. A summary of the CIP balance, increased Medical Director costs and the cost of the P-25 migration will be brought to the May 31, 2016 Board meeting for review. CLOSED SESSION: None ADJOURNED: The Finance Committee adjourned at 3:13 p.m. The next regular Meeting of the Finance Committee is Tuesday, June 14, 2016, at 10:30 a.m. at Sacramento Regional Fire/EMS Communications Center, Systems Parkway, Sacramento, CA Respectfully submitted, Janice Parker Clerk of the Board Ron Phillips, Chairperson Eric Bridge, Vice Chairperson May10, 2016 Minutes 15

16 Sacramento Regional Fire/EMS Communications Center Systems Parkway, Sacramento, CA (916) Fax (916) Resolution #11-16 Resolution to Adopt Preliminary Budget FY 2016/2017 A Resolution Summarizing Expenditures and Revenues and Adopting a Preliminary Budget for Sacramento Regional Fire/EMS Communications Center, for the Calendar Year Beginning on the First Day of July, 2016, and Ending on the Last Day of June, 2017 WHEREAS, the Governing Board of the Sacramento Regional Public Safety Communications Center (doing business as the Sacramento Regional Fire/EMS Communications Center) previously authorized and directed the Chief Executive Director to prepare and submit a proposed preliminary budget to the Board for fiscal year 2016/2017 ( Preliminary Budget FY 2016/2017 ); and WHEREAS, the Chief Executive Director has prepared the Preliminary Budget FY 2016/2017, which is Attachment A to this Resolution; and WHEREAS, the Preliminary Budget FY 2016/2017 includes the budget recommendations of the Chief Executive Director; and WHEREAS, whenever an increase has been made to the expenditures in the Preliminary Budget FY 2016/2017, like increases were either added to the revenues or have been planned to be expended from reserves/fund balances in the Preliminary Budget FY 2016/2017 so the Center s budget remains balanced, as required by law. NOW, THEREFORE, BE IT RESOLVED THAT: The Governing Board of the Center has reviewed and adopts the Preliminary Budget, FY 2016/2017 set forth in Attachment A. Passed and adopted by the Governing Board of Center this 31st day of May, 2016 by the following vote: AYES: NOES: ABSTAIN: ABSENT: BY: ATTEST: Ron Phillips, Chairperson Tracey Hansen, Vice Chairperson May 31,

17 CAD Incidents April, 2016 Total number of CAD incidents entered for April 2016: 16,118 Average number of CAD incidents entered per day for April 2016:

18 SRFECC Telephony Performance Measure April, 2016 The following data is the telephony performance measures for the Sacramento Regional Fire/EMS Communications Center (SRFECC) during the month of April, 2016 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 April, 2016 dispatch staff processed 25,778 incoming calls and 7,349 outgoing calls for a total call volume of 33,127. Detailed Breakdown of Information Incoming lines: 12,311. Seven-Digit Emergency lines (7DE): 4,686. Allied Agency/Alarm Companies: 3,368. Non-Emergency/Administrative (7DA) lines: 5,

19 SRFECC Telephony Performance Measure April, 2016 The following chart represents incoming call distribution according to class of service (i.e. Cell-Phase 2, Residential, etc.) for the 12,311 incoming calls. INCOMING CALL DISTRIBUTION - April, 2016 VOLP 1,126 9% Cell-Phase Payphone % 0% Other (i.e. PBX) 1,202 10% Residential 1,740 14% Cell-Phase 2 7,949 65% Cell-Phase 2 Residential Other (i.e. PBX) VOLP Cell-Phase 1 Payphone Answering Standard: NFPA Edition According to NFPA 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. Utilizing the measure recommended by NFPA ed. 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 19

20 SRFECC Telephony Performance Measure April, 2016 In April, the dispatch team answered all calls on emergency lines within 15 seconds 96.16% of the time and answered within 40 seconds 99.56%. Thus, the dispatch team exceeded both NFPA answering standards in April. 20

21 Emergency Medical Dispatching (EMD) Compliance Scores o Customer Service Compliance Average* (Baseline Requirement of 95%) Customer Service Compliance Average for April, 2016: 100% Overall Customer Service Compliance Average for 2016: 99.68% o Total Compliance Average* (Baseline Requirement of 90%) Total Compliance Average for April, 2016: 94.66% Overall Total Compliance Average for 2016: 94.31% *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 responsible for setting the accreditation process of the International Academy. Per IAED standards, the Quality Improvement standards report requires a consistent, cumulative MPDS incident case review of at or above the stated baseline percentages. 21

22 Emergency Medical Dispatching (EMD) Compliance Scores Seven (7) Life Saves April, On April 4 th, Call Taker Theresa Miller, B Nights Squad, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 2. On April 9 th, Call Taker Janet Tracy, A Nights Squad, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 3. On April 12 th, Dispatcher Elizabeth Strong, B Nights Squad, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 4. On April 15 th, Call Taker Lisa Smelser, A Days Squad, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 5. On April 20 th, Supervisor Julee Todd, Training Supervisor, while utilizing effective EMD instructions assisted the reporting party in providing life-saving maternity instructions for an infant (baby boy) born outside of a hospital environment. 6. On April 24 th, Dispatcher Anna Meyer, B Days Squad, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 7. On April 25 th, Call Taker Janet Tracy, A Nights Squad, while utilizing effective EMD instructions assisted the reporting party in providing life-saving CPR instructions. 22

23 Opened/Closed Records Per Category Date range 04/01/ /30/2016 Generated on 05/23/ :18 Category Opened SRs Closed SRs Total (opened - closed) CAD Communications Contracts Facility GIS Hardware Intrado Phone System NEW CAD ISSUE Operations Profile Software Total Service Records Closed in April CAD 0% 0% Communications 47% 15% 4% 5% 1% 3% Contracts Facility GIS 12% Hardware 13% Intrado Phone System NEW CAD ISSUE Operations 23

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