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Minutes - 03/29/1993 Workshop - - -... COUNCIL WORKSHOP MINUTES March 29, 1993 TAPE READING 0700 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, MARCH 29,1993. 0703 CONVENED. The Council met in a special meeting at 7:00 p.m. with Mayor Kelley presiding. 0708 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kelley Arntzen Figley Galvin Hagenauer Jennings Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Childs, Police Chief Wright, Police Lt. Null, City Recorder Tennant. Also attached is a list of agency represenatives and other individuals who attended the workshop. 0720 Mayor Kelley stated that the purpose of the workshop was to discuss the options available regarding the operation of the 9-1-1 Emergency Communications Center with member agencies. Police Lt. Null provided the agency representatives and other interested members of the public with a status report on the Center since he took over as part-time operations manager on February 1, 1993. He stated that the goal is to have a 2 person, 24-hour coverage, however, there are currently 8 of the 9 dispatchers working since one individual is on parental leave. Even with some overtime scheduled, there are some instances in which only one dispatcher is working the console. The availability to expand to an E 9-1-1 system is currently being held up by the State. Until funds are released, the 9-1-1 Center will continue to operate under the current system. Lt. Null explained the difference between the PSAP (Public Safety Answering Point) designation and the dispatch center. In order to receive telephone tax funds, each agency must designate a PSAP center but the dispatch center is funded through additional revenues from agency who use the center to dispatch calls for service. It is possible to designate a PSAP center which is different than the dispatch center. Page 1 - Council Workshop Minutes, March 29, 1993 ill' TAPE READING 0923 1358 - -, COUNCIL WORKSHOP MINUTES March 29, 1993 Kevin Hendricks, Woodburn Rural Fire District Chief, provided the group with an overview of how the Salem Dispatch Center operates. He stated that calls are received by a complaint taker who is required to get basic information then that information is sent by computer to the dispatch taker. The dispatcher does not talk to the individual who is reporting the incident, therefore, it is possible that not all of the pertinent information is given to the dispatch taker for relay to the responding unit. He stated that the Salem Center is understaffed and it represents numerous agencies in Marion and Polk counties. He qualified his statements by advising the group that the way the operations were handled is about a year old and things may have changed since then. He also stated that in having the NorCom Center, the dispatchers know the area and can obtain more information if it is necessary. If it was decided to use Salem as the PSAP, he encouraged the agencies to continue the dispatching services through NorCom. Randy Garner, Woodburn Ambulance Service Inc., agreed with Chief Hendricks in that it is important that the dispatchers know the correct locations since some cities have duplicate street names. Bob Benck, representing Hubbard Fire District, stated that response time is crucial for medical and fire services. His concern is having a dispatch center which is too large. Administrator Childs stated that the City Budget Committee had recommended that it was a good time for the Council re-evaluate the program since the Communications Manager position was vacant. Options to look at included (1) leaving the program status quo, (2) going to an outside agency for PSAP and dispatching services, (3) establishing an ORS 190 agency which make the center a separate district, and (4) re-evaluating the distribution formula for dispatch fees. The Mayor requested a show of hands to see if the agencies wanted to keep the center in Woodburn or transfer to Salem. An overwhelming majority of the agencies wanted to keep the center in Woodburn with the current arrangement of the City housing the program or establishment of an ORS 190 agency. Police Chief Wright stated that the formula was established several years ago and was designed to assess costs on a use-basis to meet operational expenses. Over the last two years, the User Board has elected to maintain a 9th dispatcher position by funding the salary and benefit costs from telephone tax funds rather than increasing the contributions from each dispatch agency. Using the telephone tax funds over the last two years has depleted the funds which will be available when E 9-1-1 is installed and for upgrades to the Page 2 - Council Workshop Minutes, March 29, 1993 111' - .-, , COUNCIL WORKSHOP MINUTES March 29, 1993 TAPE READING current system during the interim period. Decisions made on the Center affect 30,000 people in the area and 12 different agencies. With the program under the City's budgetary control, the service level is dictated by the Budget Committee and Council's decisions, due in part to the City being the largest contributor to the program, and the other agencies are not having an equal voice in the decision making process. Administrator Childs discussed the budget preparation; how the allocations for revenues for dispatch services were arrived at; the Budget Committee's recommendation to hire a consultant to look at program options and, if it remains intact, the re-evaluation of the formula which may increase some of the agencies costs; and revising the current computations to eliminate the subsidy of the 9th dispatcher position. Councilor Jennings stated that he had requested the workshop of the member agencies rather than hiring a consultant at this time since the agencies need to have a say in what eventually happens. In addition, he felt that if a re- evaluation of the formula needs to be done, it could be accomplished by the agencies working together to arrive at an agreed upon formula. Mayor Kelley questioned each representative as to what their organization would prefer of the options available. Thomas McWhirt, City of Donald - phone tax is given to the City but they do not have Police, Public Works, or Fire District dispatch involved. Albert Bernard, St. Paul Fire District - continue with program as it is. Bob Benck, Hubbard Fire District - continue to use local 9-1-1 center but look at ORS 190 district and the need to wean ourselves away from using telephone tax funds for operational purposes. Stephen Heston, City of Hubbard - keep locally and talk to the people to let convince them that they are getting a good deal for their tax dollars. Rod Yoder, Aurora Fire District - splitting the center may cause more confusion. He preferred the establishment of an independent ORS 190 center since it would be more stable since there is always the possibility that future members of the City Council could disrupt the center's operations. In addition, he stated that their agency may need to pay more money to keep the center locally, however, the money is well-spent. Mike Curtis, Hubbard Police Department, stated that he preferred the ORS 190 agency since it would provide each user with an equal say in the operations of the center even though it may not be the most effective use of taxpayer funds. Page 3 - Council Workshop Minutes, March 29, 1993 IIr TAPE READING Tape 2 0001 0189 0359 - - .-., COUNCIL WORKSHOP MINUTES March 29, 1993 Randy Garner, Woodburn Ambulance, look into the ORS 190 agency but, in any event, keep the center locally. He also suggested that the group look at the possibility of an outside tax to fund the agency. Leo IIg, Monitor Fire District - felt that the current level of service, with some additional costs, would be okay, however, they do want the center to grow much more in number of participating agencies. Councilor Jennings suggested that the User Board meet and come up with a proposal for the member agencies to consider and another workshop with the member agencies and Woodburn City Council be held to discuss the User Board's proposal. Administrator Childs reminded the group that establishment of an ORS 190 agency would mean a separate taxing district and evaluation of property taxes to be collected to meet operational expenses should be evaluated thoroughly since some of the member agencies are within Measure 5 compression. Kevin Hendricks, Woodburn Fire District, suggested that the City start recruiting for a new Communications Manager whose first mandate would be to evaluate the center and provide it with a new direction. It was the consensus of several member agencies that the Manager's position be filled as soon as possible rather than waiting until after a decision has been made to remain status quo or establish a ORS 190 agency. Rod Yoder, Aurora Fire District, suggested that funding of the Center's operations could be a combination of a per capita formula and on dispatch calls for service. ADJOURNMENT. The workshop adjourned at 8:21 p.m.. APPROVED ~ ~ LEN K LLEY, A YOR ATTEST /'l'~ ~ Mary Te nant, Recorder City of Woodburn, Oregon Page 4 - Council Workshop Minutes, March 29, 1993 lII'