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Minutes - 01/05/1995 Workshop TAPE READING 0001 ,0003 0015 0214 COUNCIL WORKSHOP MEETING MINUTES January 5, 1995 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 5, 1995. CONVENED. At 7:00 p.m., Mayor Kirksey convened the workshop session for the purpose of reviewing the draft ORS 190 Agency agreement for the 9-1-1 Communications Center. ROLL CALL. Mayor councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Present Present Absent Present Present Present Absent staff Present: city Administrator Childs, city Attorney Shields, 9-1-1 Manager Wolf, police Lt. Null, Police chief Wright, city Recorder Tennant Also in attendance: 9-1-1 User Board Chairman Bob Benck, Woodburn Fire Chief Hendricks, and Hubbard Police Chief Dryden Administrator childs provided the Council with a history of the 9-1-1 Center operations which originally began as a police Dispatch Center over 20 years ago. Woodburn Fire Dept. dispatch services at the Center began in the early 1980's and the passage of the 9-1-1 legislation in the mid-1980's brought more agencies from the surrounding area into the Center's operations. The 9-1-1 User Board has recommended the formation of an ORS 190 agency in order to provide each agency an equal vote on the operational decisions relating to the Center. communications Manager Wolf stated that the agencies are looking for more equitable input and for more stability as a separate entity. currently, the Center's budget is part of the City'S budget and final decisions on the budget are made by the city rather than by those agencies who actually use the center. The User Board feels that local control and equal input are important factors in focusing toward a common vision. Since the draft agreement had been provided to the Council at their last meeting, Manager Wolf highlighted changes in the agreement since it was originally drafted in 1993. Page 1 - Council Workshop Meeting Minutes, January 5, 1995 '!". u.... ._._~...."'t".~.. ..,-,-_.~-- ,,_...-. ._~--~' ,--",--_., -,-.-~..-- 11 I - COUNCIL WORKSHOP MEETING MINUTES January 5, 1995 TAPE READING councilor Jennings questioned the inclusion of Buck Ambulance on the agreement since they are not part of the current agencies using the 9-1-1 Center. Manager Wolf stated that Buck Ambulance has been an ex-officio member since 1987 when they were listed on the original 9-1-1 agreement. Attorney Shields has suggested that all of the agencies listed on the original agreement be a part of the ORS 190 agreement even if the Center currently does not provide dispatch services for those agencies. Discussion was also held on the budget formula to be assessed to each participating agency. The formula provides for a change in how much police agencies are charged for services versus fire and ambulance services. The formula will be phased in over a two year period at which time law enforcement agencies will pay 60% of costs and fire/EMS services will pay 40%. The agreement also provides a method in which the formula can be changed in the event there are changes in the number of users. It was noted that once the agreement is signed, and in the event the city did not agree with the Center's operation, the city could pullout and start their own agency or contract with another agency for dispatch services, or all of the agencies could agree to terminate the agreement and go back to the same set-up as it currently exists. 0737 police Chief Wright expressed his opinion that the agreement will work for the Center. He stated that the equal vote concept has been used in the Regional Automated Information Network (RAIN) system for many years and he feels that the proposed ORS 190 agreement is more workable than other ORS 190 agreements that he has dealt with in the past. Formation of the ORS 190 agency will give each member some ownership in the program. Brief discussion was held regarding the formation of a special district versus an ORS 190 agency. The User Board has considered both options but it has been the consensus not to form a special district which has taxing authority since Measure 5 continues to limit the amount of property taxes levied in some areas such as Woodburn. Fire Chief Hendricks expressed a favorable opinion on the draft agreement since it allows all agencies utilizing the Center to be equal and to feel that they are a part of the system. Manager Wolf also stated that, currently, the Center charges the user agencies for actual costs and additional costs for reserves, etc, will only be implemented if the Users decide to include the additional costs in the budget. Page 2 - Council Workshop Meeting Minutes, January 5, 1995 ~ TAPE READING 1000 J~50 2025 ATTEST COUNCIL WORKSHOP MEETING MINUTES January 5, 1995 Dave Dryden and Bob Benck also spoke in favor of the draft agreement and urged the Council to take action within the near future. Manager Wolf reviewed the overhead costs associated with the center as an independent agency. It was noted that, once the agency is formed, legal expenses will probably be limited to review of contract documents. In regards to future direction, she stated that the city will be adding Keizer Fire Department in July 1995 and that negotiations are taking place for the addition of Marion County Fire District #1 effective July 1, 1996. Concerns were expressed by the Mayor and council regarding the need to keep equitable costs to existing agencies if two large fire departments are added and concern over losing the PSAP Center from the Woodburn area if it is transferred to the Brooks area. Fire Chief Hendricks stated that relocating to another area would not be a problem technology wise. Marion County Fire District #1 is frustrated with the Salem communications Center and they are committed to being a part of the Center rather than taking it over. The User Board will make a decision on the location change only after a thorough analysis. Attorney Shields stated that he feels that, after numerous drafts, the agreement before the Council is well-written based on the policy decisions the Council and User Board have made. city Administrator Childs stated that his concern has always been that the Council goes into this process with full understanding of what is involved. He also feels that the agreement is an excellent document and, if the Council adopts the agreement, that the other agencies will be ready to sign the agreement. Councilor Jennings expressed full support of the draft agreement and suggested that it be brought back to the Council in final form for adoption. The workshop adjourned at 8:06 p.m.. APPROVED ,l//PZ/./-;1'1Y ~ ~lc NANCY . KIRKSEY, MA OR / /~ --,;:~~ Mary T nant, Recorder City of Woodburn, Oregon Pnge 3 - Council Workshop Meeting Minutes, January 5, 1995 ....--- -~..__.... ,,...~... ......~_.~.,.,..._~.,.,- 111 ~ I