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2015-499-Minutes for Meeting November 03,2015 Recorded 12/4/2015 DESCHUTES COUNTY OFFICIAL RECORDS 4d 2015.499 NANCY BLANKENSHIP, COUNTY CLERK �+ + COMMISSIONERS' JOURNAL 12/04/2015 01:52:42 PM 11111 I IIII1111I1111111111 1 - Board of County Commissioners Department Update Meeting: Deschutes County 9-1-1 November 3,2015 Metolius Room Attendees: Commissioner Anthony DeBone, Commissioner Tammy Baney, Commissioner Alan Unger, County Administrator Tom Anderson, Deputy County Administrator Erik Kropp, Director Steve Reinke, Operations Manager Sara Crosswhite, Public Safety Systems Manager Rick Silbaugh and Administrative Supervisor Kim Morse. I. Deschutes County 9-1-1 Strategic Plan Update Director Steve Reinke introduced Kelly Lovell, Edgar Mendez and Crystal Normandy; three new telecommunicators who started work the day before. Steve handed out and discussed each item of an updated 911 District Strategic Plan for 2015- 2018 (attached). The District's application for a$278,000 State Interoperability Executive Committee (SIEC) radio interoperability grant is still being considered. Staff expects news on the grant award on November 15, 2015. Steve said after reviewing the District's needs, staff determined the District's vacant Administrative Assistant position could be filled with a half time employee. Kim Morse is preparing the necessary documentation for Erik Kropp and Human Resources. The remainder of the Board's time was spent on the dispatch floor where each Commissioner was given a headset to listen to incoming calls and dispatches to public safety units. Minutes completed by: , -ThL _))/) - C/A J Kim Morse, Administrative Supervisor DATED this Z.-3r Day of_/lJQI c'i'Y1 b 2015 for the Deschutes County Board of Commissioners. dfrr02-51 -- Anthony DeBone, Chair 014,_ lan Uinger, Vice air ATTEST SIGNATURES: r �� Tammy Baney, �.mmissioner � Recording Secretary Deschutes County 9-1-1 Strategic Plan for 2015 — 2018 1 Primary Goals 1.1 Oeter+a+iaae the l istrict's+nte tt+ate and 1-941 tern}operational-and-capital-needs-inoluding planning, consta tion, matnte ^,de©....and oversight-of- --say-ntyuvide; disciplinary +n ns system Apr-ih2015) Complete 1.2 Assist the Board with determining the level of public support for the District's strategic initiatives; assist with the development of a communications plan and informational materials. (October 2015) Retained OHM Research. Currently developing survey questions. Results expected 11/18/15. 1.3 Obtain approval from the Board of County Commissioners to submit a ballot measure to the public for a maximum levy amount, with a commitment the initial levy rate will begin at a specific (lower) level which will be raised in the future only if absolutely necessary. (Omer-December 2015) Meetings to obtain supporting resolutions from Boards and Councils are being scheduled. 1.4 Obtain voter approval for permanent funding for the District which supports its ongoing operations and long-term capital needs, including a county-wide communications system. (May 2016) 2 Objectives — Line Operations 2.1 Law enforcement dispatchers should only answer 9-1-1 calls as a last resort. (September 20165) • Hire, train and deploy call receivers for when call volumes are forecast to be highest. • Establish a clear order of priority for answering emergency and non-emergency calls. 2.2 Staff two fire dispatchers 24 x 7 x 365. (January-September 2016) • Hire, train and deploy telecommunicators to achieve this objective. 2.3 Law enforcement data channel should be staffed 12 hours per day. (Apr+l--September 2016) • Hire, train and deploy telecommunicators for when data requests are forecast to be highest. 2.4 Staff for 24 x 7 x 365 supervision. (January-September 2016) • Promote an eligible and qualified person into a new, sixth supervisor position. 2.5 Deploy staff-to-align-with-forecasted-activity levels:(January 20164 Complete/ongoing • l tiliaa-pas-t data to fereeasf# Lure act-ivity a l staff accordingly. 2.6 Achieve Oregon Accreditation Alliance accreditation. (April 2016) • The Operations Manager will lead this initiative. 2.7 Improve the retention rate for new line employees. (Now and ongoing) • Continually evaluate and improve the entire entry level hiring process. 3 Objectives — Technical Division 3:1 Addreers-unp-let-rna44tenance and system adm inistration needs. (Marsh 2015) Complete • Hire; train and depifl-y-a-Public Safety-Systems-Specialist: 3:2 Addres-s 4+4ir+shed-projects.-{March 2015) Complete •......k ire train and deploy a Public Safety-Sys ns- ;i<al+st4ework.thro+gh-tf}ebaoklag. • .Expect to transition at least one--Speoiallst..to the radio.project: At that-time, determ-ine-whether there is a need to baelrf}ll-the t ansit+or+ed erg+ployee(s). 3,3331•Value ec g4neer and-costa county wid-e-&GM F}urnications system:..(O tober 2015) Complete • Reta-ln.a rfualif ed...engineec`-ta lead stakeholders toe sennsus on system--design, coverage-and reliability-and--forecast-its-cost. Complete • Develop relationships with potential partners and secure written commitments for participation, first for the concept;then financial. Developing a cost sharing agreement with the state. • Obtain all available grant funding. Approval is expected for a $278000 interoperability grant. Staff continually investigates new opportunities. • Develop and adopt communications system governance and operating agreements. Substantially complete. The 9-1-1 User Board will be the governing authority. COFOG and LERC will provide operational input. 3-43_2 Facilitate full CAD/RMS integration. (April 2016) • Determine user needs and whether HiTech's RMS can meet those needs. Hitech's RMS was rejected by LE users. Currently investigating integration with New World Systems. • Obtain commitments from participating agencies to assist with deployment and ongoing funding. On hold. • Develop and adopt an agreement which details funding allocations; required data entry standards; user responsibilities; and system administration and security requirements. On hold. • Hire a CAD/RMS System Administrator to serve as project manager and after go-live, as the system's administrator and inter-agency coordinator. On hold. 4 Objectives — Administrative Services 44._- Meot -- '•_ _ -e e• • nd for--records-.#r.om.-the...public and eriminot ju tice agencies-arid staff-the fronf-counter during-b stn h lud-i+g..tt .noon hour..(Janoary.2-0i ) Complete •..-.€vatuate options.foreaverage and-recommend-a-re or lza4 c.io 4f-necessary. 4. Tf-the ad-ia.project goes--forward,l-i-ireanro#ice-manager tasuperv-lse-t e-ront..Office.ataffrassist.with grant appii ati ns -manes^ nant vendor-management; contract.adm-4.1 n,--agree^T - is perch,asing inventorytra ing-and adm+n+strati-ve-duties..(July 2016) Complete • Conttnge°nnr-on-communications projectfond-ing: