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HomeMy WebLinkAbout10102016 City Council Work Session Notes - Consolidating Dispatch to Soldotna WORK SESSION NOTES ON e01 A5PTCiI 72 i 2 o? /4 Purpose: ontim • �fila,A Present: � ^eA-„�' aubYr Council Members Present: L 1. C<treet'tfer ��/�C- „ Ken HZa�7()rteA-P B d vtU 1 �'Ve ✓n `moU re Ql r CJ vrr Gh beA70 .t-, Aa+Ec+Krl�c.r� J f1,�,1aR� ` k TAmn�1 J"sta K nv, \lL. /4144' Lef/vire S YY1a-Y1Q411"11( (5-oz) Called by: Time: rj°O 6m Date: n okev l 2_61 i **************** _ _*:*_********************************** k 4 t tA)' i t 1'Civh0 L ,-4e * PE-kr,' I L, C(-1,;eZt o Clem4,,s n net 4-ire CIA;t{ e_ 'Q A11i�, ;n n vP r• J G_, �f J 6 " 5- / 2// /2Ui �o • 1-aAjdo4frL DISPATCH CENTE CONSOLIDATION OVERVIE `' FORwCITY HCOUNC • WONA SLCS S . 1.KPB Motivations and Background 2.Potential Benefits 3.Top Concerns and Responses 4.Next Steps Background and Motivations I Potential Benefits I Concerns I Next Steps 2 1 • 10/7/2016 MOTIVATIONS FOR CONSOLIDATION KPB has received both The borough is exploring this formal and informal because we believe it will requests from result in improved municipalities to review effectiveness of the 911 consolidation options system for all borough 2. Timely now because of residents and significant likely significant capital savings for all borough expenditure needs at all communities; however, the centers majority of those cost savings 3. The state fiscal will be realized at the environment is motivating city level. all local governments to pursue efficiencies Background and Motivations Potential Benefits I Concerns I Next Steps 3 • REVIEW THUS FAR 41) 4110 4111 Background and Motivations Potential Benefits I Concerns I Next Steps ° 2 10/7/2016 SPSCC HISTORY 1986 The SPSCC purpose -2006 has always been to serve the needs of the public across the borough as well as 2006 fire, police, EMS and other governmental services. 2006 -2016 Background and Motivations Potential Benefits I Concerns I Next Steps 5 SPSCC Dispatch 1. Dispatches for City of Soldotna. Area State Troopers, State Parks, Borough fire service areas*, multiple volunteer Fire/EMS, departments as well as other state and federal agencies. 2. Answers all cell phone 911 calls in the borough, determines jurisdiction, and transfers accordingly. 3. Serves as the default dispatch center when municipal Green-SPSCC Dispatch Areas Red-City Dispatch Areae dispatch centers are at call volume capacity. •City of Seward also dispatches EMS south of the V, including Bear Creek Fire Service Area Background and Motivations Potential Benefits I Concerns I Next Steps 6 3 • 10/7/2016 Current first destination of .--,3Th 1 140rr0 iantnt fSPSCC DISPATCHER SPSCC HARDWARE l • All 911 C3lis in tie borough. including -• !� ► � ��� both cellular and 11-mrj landline - regardless r of their origination 0.1,11,t„_, point - are first routed to the SPSCC* • Cell phone calls are answered at the SPSCC and then • routed to City dispatch centers if appropriate. `, Landline calls originating within �+ city limits are • received and routed automatically by KPB hardware .d •Elther the Emergency Response Center In Soldotna or the Beaton Building In Kenai Background and Motivations Potential Benefits I Concerns i Next Steps T Current Life of a Cell Phone Call Proposed Life of a Cell Phone Call I3.SPSCC answers and - ..:. • � i identifies location of (" ? • or, 3.SPSCC answers and `• caller;sends call to city if `'' dispatches response 100n L_ within city ts Hrrn . otos _ • ♦ .rna. -. . COM 41.P.1• J t r 4.City - 2.Cell phone tower `1♦ answers _ So xar ♦ Hiroo 3 (w) receives signal;routes• I. call and �l )� 2.Cell phone tower _to SPSCC dispatches A receives signal routes Tr'? '♦y 1 'response to SPSCC _J tf 1.911 call placed ,eldey;,„ �t 1.911 call placed ..•Ido.,..♦ Background and Motivations Potential Benefits Concerns I Next Steps 8 4 1 10/7/2016 Current Life of a Landline Call Proposed Life of a Landline Call • \ . gr, • [ Z.Borough SPSCC answers „tee. ! and dispatches response ..I 1,,,,44117 resources j i* 2.Borough I--- _ computers identify a a..i• ,•" I, origin,automatically r - tloina -- -- transfer to city . 2 GWnG. 3.City answers ca ii and dispatches response . 1 1 Nom—._- • xc ak nm a 1.911 call placed I a 1.911 call placed % :ckioa-se iclriovia• / . / 4.,,,• • Background and Motivations Potential Benefits Concerns I Next Steps SERVICE IMPROVEMENTS FROM 7. - , �;U� ILIZING AREA WIDE CAD v : ; 1. Elimination of delays due to transfers from SPSCC to Cities 2. Consistent standardized dispatching across the Borough 3. The elimination of multi-center call handling of single incident (Ex: motor vehicle accident with injuries with City EMS/Fire and AST response) • Better information sharing - during and after a call- with all players and a centralized view of the incident • Elimination of potential failure points due to miscommunications between multiple centers 4. Better law enforcement unit awareness and response for day- to-day interoperability as well as disaster response 5. Standardized use of Computer Aided Dispatch as information repository Background and Motivations Potential Benefits Concerns I Next Steps 10 5 1 10/7/2016 • Opportunities to purchase new technology can be more economically pursued when cities and KPB can pool their financial resources • Significant cost savings from avoided duplication of equipment cost, training cost, operating cost • Cost avoidance of new radio consoles • Cost avoidance of upgrading to CAD • Significant savings in personnel, services, supplies, maintenance, and capital costs Background and Motivations Potential Benefits , Concerns I Next Steps 12 • Quality Assurance: • Consolidated training and quality assurance provides a standard of training across the borough • Major Disaster Preparedness: • Larger personnel base at the SPSCC - a larger dispatch center is more easily scaled up in the event of a major emergency and more employees are available to fill in during unexpected absences • Efficient use of resources: • Allow resource tracking and unit status management to maximize closest resource dispatch and enhancing response times • Keep track of the status of emergency units responding to calls, and a full accounting of public safety resources as they arrive on the scenes for fire, emergency medical, or police calls • Enhance quality of response and responder safety by alerting responders of potentially dangerous/hazardous situations based on prior incidents, warrants, previous medical responses, etc. Background and Motivations Potential Benefits Concerns I Next Steps 12 6 10/7/2016 3. TOP CONCERNS AND RESPONSES / There are a number of workable concerns to consider, this section will discuss 1. Redundancy 2. PERS Termination study 3. Local knowledge 4. Additional services 5. Agency input structure Background and Motivations I Potential Benefits Concerns Next Steps 13 r��• ■ Consolidating dispatch centers does not reduce the reliability of this system because all 911 calls in the borough - including the cities - already go through KPB hardware first. ■ Cell phone calls ring in to the SPSCC - regardless of origin - and are then transferred to city dispatch centers ■ Landline calls are automatically transferred to the cities, but still first ring in to KPB hardware ■ Removing the city dispatch centers removes multiple (8-10) potential failure points from this system ■ Consolidation would not change the current landscape of Police/Fire radio communications. Any radio redundancy that the municipalities employ would be maintained Background and Motivations I Potential Benefits Concerns Next Steps 14 7 . 10/7/2016 PERS T iMI TION STUDY ■ PERS acknowledged a transfer of PERS positions between PERS enrolled organizations CAN occur, but they need all details before putting anything in writing. ■ The KPB feels that a PERS termination study may be avoidable. ■ The most effective approach to receiving an accurate and positive response from PERS would be the result of a collaborative effort between the KPB and the cities. Background and Motivations I Potential Benefits Concerns Next Steps is ■ SPSCC currently dispatches to all geographic areas in the KPB surrounding city limits, resulting in foundational knowledge of all areas within the borough. ■ The CAD system has the ability to use "Common Names" (that we manually enter) to identify businesses, etc. It is a common feature of CAD providers to encapsulate local knowledge for this reason. Background and Motivations I Potential Benefits Concerns ; Next Steps 16 8 r . 10/7/2016 DDfTIONAL SERVICES • See KPB Response to City Comments for specific services • The SPSCC should be able to offer the majority of the services the cities require • Other services may be best suited shifted to clerical or other non-emergency support • Cities will need to work closely with the borough to determine the most efficient way to provide needed services Background and Motivations I Potential Benefits ! Concerns Next Steps 17 AGENCY INPUT STRUCTURE ( \�..i Moving forward, we will need a joint management structure establishing a partnership between the cities and the borough that: • Contains costs and maintains stability • Fairly distributes cost amongst users • Guides operational decisions that impact services or costs • Handles conflict resolution through a defined process • Conserves the efficiency gained through consolidation Background and Motivations I Potential Benefits Concerns Next Steps is r 9 • 10/7/2016 NEXT STEPS 1. Yes or No responses from cities on moving forward 2. Work with Borough HR Dept. on PERS determination 3. Participate in creation of agency input structure 4. Develop service agreements with each city detailing specific services provided Background and Motivations I Potential Benefits I Concerns ! Next Steps 19 10 Kenai Peninsula Borough Consolidated Dispatch Center Fee Methodology Proposal DRAFT 1. SUMMARY The Soldotna Public Safety Communications Center (SPSCC) provides dispatch services to a number of borough service areas and the city of Soldotna. The borough is examining the possibility of offering these services to the cities in the borough that currently operate independent dispatch centers (Kenai, Homer, and Seward). This document proposes a fee structure for all agencies that a consolidated SPSCC would dispatch for. This fee structure is calculated based on the actual cost to run dispatch with the addition of Seward, Kenai and Homer dispatch centers. This structure may be changed slightly — based on the number of additional dispatchers needed — if all three cities do not decide to consolidate. The maximum borough-wide savings will be achieved with consolidation of all centers. This document is a DRAFT PROPOSAL only and is intended to outline a potential structure and important points of consideration moving forward. Total direct cost for borough'operated consolidated center: $3,001,057 The cost of running this consolidated center will be split amongst all agencies that the SPSCC dispatches for, after the deduction of the E911 surcharge, State Park Service contributions, individual city specialized services, and borough general fund contribution. The borough general fund will cover small agencies that are not within cities or service areas (Moose Pass, Hope, Cooper Landing, and Ninilchik), 911 addressing, and the purchase of 6 new radio consoles. This cost breakdown is based on the cost of running a center(FY2017 budget) with 6 additional dispatchers and .5 additional administrative assistants (Totaling 13 public safety dispatchers, 3 shift supervisors, 1 communications center manager, 1 IT specialist, 1 administrative assistant) There are also 8 state dispatchers and 1 state office assistant in the SPSCC. This number also includes the estimated cost of annual training for airport response ($8,000 annually), maintaining radio/IP linkage with Seward and Homer ($232/month), and door buzz-in circuit charges ($100/month for Homer and Seward, $300/month for Kenai). However, city specific costs are billed separately and deducted from the overall budget before calculating cost/call. These fees are discussed in the specialized services below. 2. GENERAL COST BREAKDOWN Event call volume, rather than 911 call volume, is the best way to measure cost allocation. The current borough CAD system will be able to track these numbers, and these numbers represent the proportional workload for each agency at the center. To account for year-to-year fluctuation, fees for call volume ranges have been established. Police calls are generally more frequent and have a shorter duration, and are thus weighted at half of the cost per call ($24/call). Fire and EMS calls tend to be longer duration and are thus weighted at $48/call. This reflects 1 The state pays for a portion of personnel and equipment,these costs are not included in this discussion Page 1 of 6 Kenai Peninsula Borough Consolidated Dispatch Center Fee Methodology Proposal DRAFT the average workload for each call, and is similar to the structure used by Fairbanks Emergency Communications Center.This ratio should be reassessed and adjusted at a future date to reflect relative average workload of the two types of calls. However, as there is not data collected at a standardized center at this time, a 2:1 ratio will be used. Fire and EMS calls: $48/call Police calls: $24/call Minimum fees for fire agencies will be based on 200 calls/year and police agencies will be based on 1000 calls/year. Fire agency rates will increase every 200 calls until reaching 1000 calls.At this point the rate will increase every 1000 calls. Rates for police agencies will increase every 1000 calls.This system is used by Fairbanks Emergency Communications Center. This fee system is structured simply so that agencies participating in the SPSCC have a realistic idea of what they will be charged.These ranges should be reassessed when this structure is reviewed. If agencies in the borough frequently fluctuate between two blocks-for instance if the call volume of Anchor Point fluctuates regularly between 190 and 210-this structure should be adjusted to maximize year-to-year stability and ease of agency budgeting. Fire Agency Police Agency 0 200 $9,600 0 1000 $24,000 201 400 $19,200 1001 2000 $48,000 401 600 $28,800 2001 3000 $72,000 601 800 $38,400 3001 4000 $96,000 801 1000 $48,000 4001 5000 $120,000 1001 1200 $57,600 5001 6000 $144,000 1201 1400 $67,200 6001 7000 $168,000 1401 1600 $76,800 7001 8000 $192,000 1601 1800 $86,400 8001 9000 $216,000 1801 2000 $96,000 9001 10000 $240,000 2001 3000 $144,000 10001 11000 $264,000 3001 4000 $192,000 11001 12000 $288,000 4001 5000 $240,000 12001 13000 $312,000 5001 6000 $288,000 13001 14000 $336,000 These rates are calculated by dividing operating budget (after deduction of E911 surcharge, State Park contributions, borough general fund contributions, and specialized services) by total weighted call volume to calculate a cost/call value. This will be recalculated after the first year of operating a consolidated center, and every three years beyond that. There will be a 2%annual increase in these rates to account for inflation. All call volume charges after year one will be based on borough tracked call volumes for the previous calendar year,this will be standardized across all agencies.The borough will submit a notice by March 1st of each year, Page 2 of 6 Kenai Peninsula Borough Consolidated Dispatch Center Fee Methodology Proposal DRAFT and an invoice by July 15`, which will be paid in full by September 30th each year. If this becomes effective in the middle of a fiscal year,the agency will pay a prorated amount for the first year. Rates for FY2017 will be based on CY2015 call volumes. 3. ANNUAL SPECIALIZED SERVICES Fees will also include a cost for any specialized service outside of normal dispatch responsibilities.The below list includes fees for services that dispatch currently offers. Additionally services may be offered per agreement between the agency and the SPSCC, the fees for these services should be actual additional cost of providing these services at the center. Specialized costs are deducted from the operating budget prior to the calculation of the general cost/call discussed above. Service Rate Measurement Police Administrative Call Taking* Upon request $1.50 Per call Airport Preparedness Staff Training Kenai required $8,000 Estimated annual training cost at 8 hours/dispatcher TLS Circuit Charge Homer $232/month Per month, if cities move to ALMR Seward this charge will be eliminated Buzz-in circuit charge Homer $100/month Per month Seward Airport circuit charges Kenai $300/month Estimated—will be based on actual cost Camera Accesst Upon request TBD Charge will include TLS circuit charge plus an additional$143/month to increase TLS circuit speed, other charges will be agreed upon based on specific needs *For administrative calls,each city is responsible for coordinating with DPS to add a circuit to utilize the current administrative phone system,for configuring scheduled forwarding of administrative calls to the DPS line,for the cost of circuit tying their phone system to the DPS administrative system,and for any long distance charges incurred. Any call that does not result in a CAD Call for Service(CFS)will be billed at the administrative call rate.Any administrative call requiring CFS and associated records management data entry will be billed at standard rates. tCamera systems must integrate with the current borough system and charges will be determined on an individual basis.Agencies are responsible for any set up cost.Passive access only,active monitoring not available. Page 3 of 6 Kenai Peninsula Borough Consolidated Dispatch Center Fee Methodology Proposal DRAFT 4. ONE TIME CITY INTEGRATION FEES These costs reflect one time fees associated with the transition and integration of the dispatch centers. There will be a one-time integration fee of$10,000 per city to cover general transition costs. Other costs are estimated in the table below, but will be charged to the cities at actual cost. Service Estimate Measurement One time integration fee All cities $10,000 Flat fee Radio/IP linkage* Homer/Seward $6,000 Actual cost Buzz-in capabilities Homer/Seward $5,000 Actual cost Airport transition Kenai $15,000 Actual cost *Homer and Seward will be responsible for maintaining their own legacy radio system,and will be required to maintain the remote end of the radio-IP bridge. 5. ESTIMATED FEES PER AGENCY General Cost Agency Fire and EMS Police Contribution City of Soldotna 0 11,322 $288,000 City of Kenai 1,378 7,840 $259,200 City of Homer 637 8,819 $254,400 City of Seward* 694 3,728 $134,400 KESA 174 - $9,600 Central Emergency Services 2,802 - $144,000 BCFSA 130 - $9,600 Nikiski Fire Service Area 884 - $48,000 Anchor Point 213 - $19,200 State Park Service Pays for 1 dispatcher $105,000 Total $1,271,400 *Seward call-volume CY2015:SVAC 523,SVFD EMS 205,SVFD Fire/Other 144. To avoid charging Seward twice for EMS calls,SVFD EMS calls are not included in total Fire/EMS call volume Specialized Cost Will be determined based on additional services selected by agencies and actual cost. Agency Type Fee City of Kenai Airport training, airport circuits $11,600 City of Homer TLS Circuit, buzz-in circuit $3,984 City of Seward TLS Circuit, buzz-in circuit $3,984 Total $19,568 Page 4 of 6 Kenai Peninsula Borough Consolidated Dispatch Center Fee Methodology Proposal DRAFT Integration Cost Estimated one time cost of integrating new centers. This is not included in overall operating budget overview below, as these fees are specifically to cover transition costs, not annual operating budget. Agency Type Fee City of Kenai Integration, airport $25,000 City of Kenai Integration, radio/IP, buzz-in $21,000 City of Homer Integration, radio/IP, buzz-in $21,000 Total Charges Estimated total cost of consolidated center per agency. Agency First Year Annual City of Soldotna $288,000 $288,000 City of Kenai $295,800 $270,800 City of Homer $279,384 $258,384 City of Seward $159,384 $138,384 KESA $9,600 $9,600 CES $144,000 $144,000 BCFSA $9,600 $9,600 Nikiski Fire Service Area $48,000 $48,000 Anchor Point $19,200 $19,200 Borough Charges The borough general fund will cover the following costs Item Measurement Cost Radio replacement* Annual budget $98,963 911 Addressing Annual budget $122,115 Small agency callst 433 calls (401-600 block) $28,800 Total $249,878 *The equipment replacement fund will be used to cover the cost of 6 new dispatch radio consoles tHope(19),Ninilchick(229),Cooper Landing(123),Moose Pass(62) This document provides an estimate of consolidation costs. If additional services and integration costs specific to each city are identified,these costs will be billed to the integrating agency. General unexpected transition costs for the SPSCC itself will be covered by the borough. Estimated costs include: Item Measurement Cost ProQA software licensing One time $11,000 New equipment One time $20,000 Total $31,000 Page 5 of 6 Kenai Peninsula Borough Consolidated Dispatch Center Fee Methodology Proposal DRAFT 6. CONSOLIDATED CENTER BUDGET OVERVIEW Consolidated dispatch budget summary Revenue from agencies 1,290,968 E911 revenue 1,544,348 Borough general fund 249,878 Total revenue 3,085,194 FY 2017 budget 2,431,295 - E911 Payments (158,400) +6 dipatchers, .5 admin 708,594 +Airport and radio/IP costs 19,568 Total consolidated annual budget 3,001,057 Fund Balance 84,137 7. AGENCY INPUT Cities will be charged based on their actual call volume collected by the CAD system at the SPSCC. Actual costs after year one may vary from estimated costs in this document, as there is not currently a unified way of collecting call volume data. Fees will be determined based on calendar year call volume and charged to cities on an annual basis during fiscal year budget preparation.The base rate (fee/call) will be recalculated every three years based on overall center call volume and operating budget. In order to account for advances in technology and other changes in dispatch center operations, the entire fee structure will need to be reassessed periodically.The group for this fee structure reassessment will include representatives from each of the agencies participating in the call center. In addition, there will need to be an avenue created for input on fee methodology and other aspects of dispatch operations. This proposal does not go in to detail on the structure of this group,which will be worked out with the agreement of all agencies. 8. E911 SURCHARGE The borough will continue to collect all E911 surcharges and this charge will be deducted from overall operating cost before rate per call for Fire, EMS, and Police are determined. Page 6 of 6 DISPATCH CONSOLIDATION ESTIMATED CITY COST SAVINGS DRAFT Cost savings for each city will vary based on the current operating budget and the services the city intends to retain. The following are rough estimates of cost savings based on the most recent dispatch operating budget provided to borough staff and on estimated costs and cost avoidances, these numbers could vary greatly in practice and cities should individually assess budget implications of consolidation. Kenai The estimated annual cost for Kenai of a consolidated center is $323,600:, $259,200 for Kenai Summary Dispatch borough fee $259,200 dispatch, $11,600 specialized fees, and a $52,800 Specialized fees $11,600 reduction in E911 payments from the borough. Reduction in E911 $52,800 Based on Kenai's $853,715 annual dispatch Consolidated annual cost $323,600 operating budget, Kenai would see a net $530,115 FY 2016 operating budget $853,715 annual difference in cost. Net annual difference $530,115 One time cost avoidances Consolidating prior to radio purchasing will save Avoidance of new radio consoles' $290,000 Kenai an additional $265,000 in cost avoidance: Borough integration fees -$25,000 $290,0001 for two new radios, minus the $25,000 Total first year cost avoidance $265,000 borough integration fee. This results in an First year difference $795,115 estimated $795,115 difference in the first year. Homer • The estimated annual cost for Homer is $311,184: $254,400 for dispatch, $3,984 specialized services, Homer Summary and a $52,800 reduction in E911 payments from the Dispatch borough fee $254,400 Specialized fees $3,984 borough. Based on Homer's $631,0452 annual Reduction in E911 $52,800 operating budget, Homer would see a net $319,861 Consolidated annual cost $311,184 annual difference in cost. CY 2016 operating budget2 $631,045 Net annual difference $319,861 Consolidating prior to radio purchase will save Homer an additional $269,000 in cost avoidance: One time cost avoidances $290,000 for new radios, minus the $21,000 Avoidance of new radio consoles $290,000 estimated cost of radio/IP linkage and integration Borough integration fees -$21,000 fees with the borough. This results in an estimated Total cost avoidance first year $269,000 First year difference $588,861 $588,861 difference in the first year. 15290,000 based on Motorola quote provided to borough for upgrading 2 radio consoles. Actual cost avoidance may vary based on number of upgrades and other factors. PPersonnel costs account for 95%of Homer's 2016 dispatch operating budget. It is likely that there are additional operational costs to Homer that are captured elsewhere in the city budget. Estimated City Savings I Page 1 of 2 DISPATCH CONSOLIDATION ESTIMATED CITY COST SAVINGS DRAFT Seward Seward Summary The estimated annual cost for Seward is $191,184: Dispatch borough fee $134,400 $134,400 for dispatch, $3,984 specialized services, Specialized fees $3,984 and a $52,800 reduction in E911 payments from the Reduction in E911 $52,800 borough. Based on an annual cost of $485,0623, Consolidated annual cost $191,184 Seward will see a net$293,878 difference annually. FY 2016 budget3 $485,063 Net annual difference $293,878 Consolidating prior to radio purchasing will avoid an One time cost avoidances additional $124,000 in cost: $145,000 for a new Avoidance of 1 new radio console $145,000 radio minus $21,000 estimated cost of radio/IP Borough integration fees -$21,000 linkage and integration fee with the borough. This Total cost avoidance first year $124,000 results in an estimated $417,878 difference in the First year difference $417,878 first year. Soldotna Dispatch for the city of Soldotna is already operated by the SPSCC. Although costs for the city will go up with this proposal, putting a fee structure in place will be advantageous for the city in the long run. An established structure will allow for Soldotna to reasonably estimate what their costs for dispatch will be in the future and eliminate the likelihood of sudden drastic changes due to budget or administration changes. This will also put in place an avenue for Soldotna, along with the other cities, to provide input on the pricing structure on a regular basis. a Based on only total personnel costs provided by City of Seward,dispatch costs are not separated from Police costs in Seward annual operating budget Estimated City Savings I Page 2 of 2 Dispatch Consolidation City Feedback and Responses This document includes responses to concerns about a consolidated center and inquiries about additional services a consolidated center would provide. Please note that at this point we are only able to say we likely can or cannot provide certain services, the details of which services are provided and the related cost will need to be agreed upon as this process continues. 1. Questions regarding additional services provided by dispatch • Cameras o The issue of what constitutes "monitoring" is the larger question. If, as assumed, the cities currently utilize security cameras in a passive manner, primarily for situational awareness and post-incident research, SPSCC could be given access to provide the same. SPSCC would not likely be responsible for pro-active monitoring, as this implies 24/7 awareness rather than simple availability. o Cost to establish access has not yet been determined, and would be specific to each agency's needs. Agencies already using IP based camera systems should be capable of providing access with minimal cost. The $143/month TLS circuit charge would simply make the system available to the SPSCC. • Municipal tasks o After consolidation, municipal tasks that may have been assigned to Dispatch staff to take advantage of their 24/7 staffing should probably be evaluated to determine if 24/7 emergency support is actually necessary. Given that dispatch is a high cost service, rather than establishing the service at the SPSCC, cities might find it more cost effective to handle after hours response similarly to KPB Maintenance. KPB Maintenance responds to critical off hours needs at 46 schools and several dozen KPB facilities simply by providing emergency contact info to the public. Maintenance staff fields these calls directly. If the issue being addressed truly rises to level of an emergency (structure fire/vandalism/etc.), then 911 services should be contacted anyway. Local-alarm ring down o This is also not a question of technical feasibility but one of appropriate use of dispatch services, as changing a ring-down destination should be a fairly simple technical task. • Please see list at the end of this document for responses to additional services listed by Kenai 2. Redundancy and back up plans With digital systems (such as ALMR and SPSCC's MicroData 911), redundancy and fault tolerance are different but related. While we are not in a position to speak to ALMR system topology, there is a substantial degree of both redundancy and fault tolerance built into the 1I , Dispatch Consolidation City Feedback and Responses SPSCC's MicroData 911 solution. I believe the concern raised here is strictly related to transport redundancy between SPSCC and Homer. It is true that most carrier based(ACS/GCI/AT&T) communications traffic between Soldotna and Homer follows common pathways, with carriers leasing bandwidth/fiber/copper from each other where needed. It is also true that those carriers have substantial redundancy built in to their systems. Our observation is that uptime between SPSCC and HPD approaches 99.995%, but we always strive to achieve the greatest reasonable redundancy/fault tolerance possible where 911 service is concerned. It is our understanding that the State has a microwave link between Soldotna and Homer, and we have discussed the possibility of using this link as a backup for public safety traffic. This could provide redundant transport between SPSCC and Homer. • The next generation of consoles are IP based, so the method for bridging remote radio frequencies is changing. Consolidation would provide area-wide CAD. If KPB will be dispatching over legacy frequencies using existing network connections through dispatch, we could leave SIP phones in place which would provide a local call end point in the event of a catastrophic failure. • Mobile units and portables could provide emergency radio backup, if ALMR or similar is improved at State level. If cities choose to discuss risks/benefits of transitioning to ALMR, it should be considered an issue separate from any consolidation discussion. • It is important to note that ProComm is not an unbiased player in this conversation. They have a strong vested interest in selling hardware and services. They are certainly aware that establishing a hard requirement for a new transport path between SPSCC and HPD could drive business their way. None of this is said to discount ProComm's expertise in the wireless communications arena (which is significant), it simply must be considered in evaluating their advice. 3. Local knowledge, non-numeric addresses, unfamiliarity with spatial layout of area, familiarity with callers etc • The SPSCC currently dispatches all areas surrounding the Homer, Kenai, and Seward City Limits. All calls for service—as well as frequent callers—are documented in Computer Aided Dispatch (CAD). This information is captured and easily accessed by any public safety, dispatcher, regardless of their tenure. • The CAD system has the ability to use "Common Names" (that we manually enter) to identify businesses, etc. It is a common feature of CAD providers to encapsulate local knowledge for this reason. As part of implementing a consolidated dispatch arrangement, we would establish a review/submission process for "Common Names" in each locality. 2I . r Dispatch Consolidation City Feedback and Responses • The borough GIS mapping system has few peers, and is highly regarded by vendors that usually provide that service, often dropping GIS development from quotes in favor of using the boroughs system as more cost effective and efficient. The primary reasons for updating dispatch when moved to the new facility in 2006 were to provide improved call routing based on emergency service zone (ESZ = City or vicinity) and to improve responder response and routing by using the mapping capability of the new system installed at each city 911 center by the borough. • As for needing a uniform and widely accepted address system, we all agree on that. For nearly two decades, the Borough and Cities have had agreements in place to provide accurate addressing for the local Street Addressing Guide (SAG) and area wide Master Street Addressing Guide (MSAG). Cities have been provided a sum of money annually to provide that information in compliance with National Emergency Numbering Association (NENA) Standards, and to perform certain call taking in areas adjacent to their area as needed. KPB already employees a full-time 9-1-1 Addressing Officer to ensure all addressing is uniform throughout all municipalities. The Borough's addressing officer maintains the borough-wide MSAG and addressing on behalf of the borough and relies on the SAG data from cities for City mapping and addressing. • If the Borough numerical addressing is lacking, it should be enhanced. If this question is related to City numerical addressing, the City has a means to improve that, similar to the borough 4. Need more detail on how a consolidated dispatch would address RMS and ARMS generation , integration, completion. • There are two solutions for a smooth, viable transition and continuity of operations. The first (and preferred model), all agencies would utilize ARMS as their RMS. The second would require a software integration between SPSCC CAD and responding agency's RMS. (side note—it was $18,000 for the SPSCC CAD -> ARMS interface) • RMS has always been the originating agency responsibility. 5. Doesn't provide line of sight VHF Ch. 16 156.8 Mhz coverage, which may need to be maintained locally, or reduced/eliminated. The communications resources they use today should not be impacted. 6. (PERS)Termination study potential • HR posed this question to PERS; PERS acknowledged a transfer of PERS positions between PERS enrolled organizations CAN occur, but they need all details before putting anything in writing. • HR has suggested cities may want to keep one dispatch position on the books (but unfilled) to ease re-filling if the situation changes in the long term. 31Page Dispatch Consolidation City Feedback and Responses ' • The KPB feels that a PERS termination study may be avoidable. The most effective approach to receiving an accurate and positive response from PERS would likely be the result of a collaborative effort between the KPB and the cities. A "package" that included specifics from each of the cities and the KPB and contained the overall plan for what the FTE's and employed positions would look like after consolidation should provide PERS with the information they need to make a decision. 7. Capital cost avoidance Estimated one time cost savings are laid out in the original proposal provided to cities. Cost savings must be quantified by cities. • KPB does not believe that cities dispatch would need to purchase new radio consoles, as operations would be moved entirely to the SPSCC. The KPB is purchasing 6 new radio consoles this year. This is significant cost avoidance for all cities. 8. Control and the future administration • Should the cities agree to move forward with this process, determining the control and administration structure would be the next step. This structure will be developed through a collaborative effort with all cities. Responses to additional services inquired about by the City of Kenai • Water & Sewer Utility Support- Kenai Dispatch currently monitors the alarms of the City's Water, Sewer, and Wastewater Treatment Plant. Water and Sewer personnel are notified upon receiving an alarm. o We currently monitor a few City of Soldotna and KPB automated alarms (i.e. Sewer Treatment Plant, lift stations, schools, Nikiski Pool, etc.) These are automated alarms that ring into our unpublished 10-digit emergency line. We could accommodate this for other cities. Alternatively, since a dispatcher cannot diagnose the alarm nor resolve any issue, only place a call (possibly repetitive calls) it may be more cost effective to rout these calls through an alarm monitoring company or directly to a smart phone of a public works person. • Fire pumps at the City's water reservoir at the request of the Fire Department. o Can be provided with fees for additional circuits o This is an essential service during structure fires to boost pumps for proper flows. This is activation by a single switch upon request by the fire officers. 4 F , r Dispatch Consolidation City Feedback and Responses • Kenai Municipal Airport Support o We understand that much of the Kenai Airport support is non-negotiable for the city; the services are required and must be provided. What could be changed is how the services happen (using new technology) etc, but meeting the requirements with FAA regional office approval and sign off. This consolidation may even require that approval. We understand that this is a critical service that will need to be managed with appropriate technology and be a priority in the consolidated 911 center. Working through the details of the municipal airport requirements and support will be a significant step in this process. o Three-way crash phone: Provided with additional circuits needed + fee for additional dispatcher training and service (discussed in original proposal) • Kenai Street department support: Kenai Dispatch notifies Street Department personnel when police officers determine snow accumulations or ice conditions require after hour response. o Possible with a fee for service. KPD could notify comm center who would call Kenai PW Dept to manage street communication and ground services; little reason for dispatch to monitor the function after call out, only to be informed when completed; airport FD or assistant airport manager can manage the correspondence to FAA. • Kenai Dispatch provides support for contacting vehicle owners during snow removal activities of the department. o This would seem like a high volume task when it happened, and likely wouldn't be handled by a consolidated center. • Record management: Anything related to their RMS—Spillman—would be resolved with an interface with our CAD* including: • Dispatch creates case number, description of call in our Records Management System (Spillman) • Dispatch links all the people and vehicles in Spillman • Dispatch creates people, vehicles, locations in Spillman • Dispatch enters stolen property in Spillman • Officers do link some people in Spillman but Primary work in Spillman is done by dispatch.* 5Ia Dispatch Consolidation City Feedback and Responses • Dispatchers do research in Spillman and provide case involvements and connections to officers to assist in investigations.* • Dispatchers provide Spillman information during traffic enforcement, parking issues, and other municipal ordinance issues in order to assist officers and summer hires in making enforcement decisions. • Dispatchers commonly research other open sources for information related to cases. SPSCC currently provides this service to users Dispatch prints all persons and vehicles in APSIN. SPSCC currently provides this service to commissioned officers without APSIN access • Dispatch prepares "six-pack" photo line-up's for officers when requested. SPSCC currently provides this service to users • Dispatch maintains daily log of police activity based on calls, with constant update, for review by officers on shift A daily log can be generated from CAD. • Dispatch enters arrests in APSIN and in Spillman. SPSCC currently enters all arrests in APSIN—Spillman would require an interface Dispatch notarizes documents, including charging documents for felonies. SPSCC currently provides this service to LEO Dispatch writes press releases on arrests. All LEO currently complete their own press releases • Dispatch completes ATN and Kid CID forms for criminal charges for adults and kids. All LEO we currently dispatch for complete their own ATN's and CID's Dispatch modifies and updates criminal complaint forms for the officers. All LEO currently modify and update their own criminal complaints Kenai Dispatch provides 24/365 in person response to the public at the Kenai Police Department. This is a paradigm shift KPD would have to adapt to. SPD is a good example of a Monday– Friday 0800-1700 police department with a ring down system in place after hours and on weekends. • Clerical tasks: The following clerical tasks a clerk for the city may be able to complete, and the SPSCC would likely not take on: o Dispatch creates paper case files with all documents in it. Dispatch locates pictures of suspects (DMV or other source) includes copies in case file. o Officers complete reports in RMS and Dispatch reviews all reports turned in for errors primarily spelling and grammar, but also factual like names and dates of birth. Dispatch prints all reports, organizes case file documents and numbers case documents in files. o Dispatch makes copies of case files for distribution to DJJ, AST, DAO,OCS, FBI, etc. o Dispatch faxes, mails or prepares hard copies of reports to send to other agencies 61 . Dispatch Consolidation City Feedback and Responses Miscellaneous Support • Kenai Dispatch opens and closes apparatus doors for the Kenai Fire Department and Station 1 and at the Airport Operations Center. Dispatch also controls Police Department garage doors. o Possible with additional circuits needed + fee for service o See comment in Kenai Muni Airport Support; this would be a communication center priority and could occur using current technology. • Kenai Dispatch monitors alarms for all City elevators. o Should be possible with ring down lines, such as KPB elevators o Additional circuits needed + fee for service • Kenai Dispatch monitors panic alarms for Kenai City Hall. o Possible with additional circuits needed + fee for service • Kenai Dispatch provides support to personal use fishery fee shacks by dispatching personnel to take money from the shacks based upon emails received by the cashiering system. o This is just a notification that goes out when cash hit's a certain level at the shacks. No reason it couldn't go to any city employee. 7 1 ,