Meeting of the NORCOM Governing Board Packet-12.13.2013.pdf · 2014-01-09 · Meeting Minutes NORCOM Governing Board City of Bellevue, Room 1E-112 November 8, 2013 Page 1 of 4 Governing

Meeting of the NORCOM Governing Board Bellevue City Hall • 450 110th Ave. NE • Room 1E-112 Friday, December 13th, 2013 • 9:00 a.m.

Agenda

1. Call to Order

2. Roll Call

3. Open Communications from the Public

4. Employee Recognition A. Devin Wall – Stork Pin B. 5 Year Coins – Sheryl Mullen, Gwen Pilo, Susan Beisheim C. Mike Prill – Bachelor of Science

5. Action Items

A. Consent Calendar 1) Minutes from 11/8/2013 Governing Board meeting 2) November Accounts Payable Approval Report

6. Executive Session

The Governing Board will hold an Executive Session pursuant to RCW 42.30.110(1)(i) to discuss with legal counsel representing the agency matters relating to agency enforcement actions, or to discuss with legal counsel representing the agency litigation or potential litigation to which the agency, the governing body, or a member acting in an official capacity is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the agency. The Executive Session is expected to last one hour.

7. Old Business

A. Resolution 65 – 2014 Budget Adoption B. Resolutions 66 & 67 – SME Contract Extensions C. Resolution 68 – User Fee Policy Review And Analysis D. ICRM & ASA Update E. PSAP Future Configuration Recommendation Committee Update

8. New Business

9. Staff Reports

A. Executive Director (Tom Orr) B. Deputy Director (Mike Mandella) C. Professional Standards & Development (Sheryl Mullen) D. Human Resources (Susan Beisheim) E. Finance (Gwen Pilo) F. Interim Technology (Karen Furuya) G. ICRM Program Manager (Jerry Holcombe)

10. Committee Reports

A. Joint Operating Board (Bill Archer) B. Finance Committee (Tracey Dunlap) C. Strategic Planning Committee () D. IT Committee (Mike Kaser)

1

Meeting Minutes NORCOM Governing Board City of Bellevue, Room 1E-112 November 8, 2013

Page 1 of 4

Governing Board Reps Present: Linda Pillo, Bob Van Horne, Bill Archer, Kurt Triplett, Rich Conrad, Bob Larson, David Burke, Lee Soptich, Chris Connor, Dave Jones, and Greg Ahearn.

1. Call to Order The NORCOM Governing Board was called to order by Chris Connor, Governing Board Chair, at 9:03 a.m. on November 8, 2013.

2. Roll Call Roll was called and a quorum established.

3. Open Communications from the Public 4. Action Items

A. Consent Agenda Rich Conrad made a motion to approve the items on the Consent Agenda. Items included on the Consent Agenda were: Minutes from the October 11th, 2013 Governing Board Meeting, and Voucher Approval for October 1st through October 31th, 2013;

Accounts Payable total: $1,109,152.41 Motion carried.

5. Old Business A. Employees of the quarter and new employees Tom Orr discussed: Congratulations to employees of the quarter, Greg Shelton and Roky Louie and Stacy Montemayor. An Executive Session was held to discuss litigation pursuant to RCW 42.30.110(1)(i) and to discuss personnel pursuant to RCW 42.30.110(1)(g). The fifteen minute session began at 9:10am, was extended for 5 minutes at 9:25am, and extended for 10 minutes at 9:30am. Open session resumed at 9:40am. B. ICRM & ASA ASA Detailed Cost & Phasing Analysis Jerry Holcombe discussed: an RFP for a fire mobile product was developed in the fire stakeholder group and responses are due on the 8th. That group will also serve as the selection committee. A detailed scoring process will be used to select a fire mobile product during their next meeting on the 21st. Dave Burke made a motion to authorize Tom Orr to lead negotiations with the selected fire mobile product vendor. Motion passed. Six agencies hosted servers were consolidated at NORCOM for the Zoll Fire RMS upgrade on October 15th. Zoll is designed to work for individual agencies, so a unified solution would require an RFP. Discussion ensued regarding a timeline and logistics for exploring a unified RMS system or developing interfaces for the current product. The police stakeholder group supports bypassing testing the small build (SP2.5) in order to focus on a larger build, 10.2, which will provide more fixes. Discussion ensued regarding whether or not the Board needs to make a motion approving the decision to pass on SP2.5 in favor of testing 10.2. The board trusts the experts involved and does

2


Page 2 of 4

not want to see delays in progress, and would like to empower the executive director to make appropriate decisions. Discussion ensued regarding the strategy for testing and implementing the next upgrade and what would be contained in 10.2. There will be a strong focus on agency involvement and testing.

6. New Business A. Technology Project Prioritization (Resolution 61) Neville Wallace discussed: a brief overview of the alternative strategies analysis and the Governing Board actions thus far. The police and fire stakeholder groups and NORCOM staff developed lists of all the technology related projects at NORCOM. The three lists were combined, and approved at the previous Joint Operating Board meeting, with a general plan and timeline for project completion. This list can change as resources become more or less available and as projects are completed. Discussion ensued regarding money and staff resources, and how the list was phased to develop a two year plan that accomplishes the top priorities from each group. Gwen Pilo discussed: an overview of the project prioritization integrated list as sorted by start date. Some of the figures are in the red, due to money owed back to NORCOM by NWS. There will also be an ending fund balance from 2013. Discussion ensued regarding the format of the list and the background information behind this process. More detailed information can be provided upon request. Jerry Holcombe discussed: some projects did not make the list, or are not included on the list yet. These lower priority projects may be included in the future, pending further analysis. There will be quarterly or more frequent meetings with the Stakeholder groups to ensure progress continues and to evaluate new projects as necessary. Discussion ensued regarding the Board being able to track progress along the way. Kurt Triplett made a motion to approve Resolution 61- a resolution approving the joint prioritized information technology list for 2014-2015. Discussion ensued regarding Shoreline Fire’s MDT replacements, which are a very high priority for that agency, and regarding the potential uncertainty of funding in the future. Fire mobile continues to be the highest priority and may be constrained by contract negotiations and the vendor’s schedule. Motion passed. B. Employee Survey Mike Mandella discussed: an executive summary of the employee survey was provided. The 2013 employee survey is a follow-up to the 2012 survey and had a similarly high response rate, and produced overall positive feedback and noted improvement in all areas. There is still more work to be done. Discussion ensued regarding whether or not the survey administrators, Agreement Dynamics, need to come in and brief the board. C. Ratification of Supervisor Labor Agreement (Resolution 62) Tom Orr discussed: an agreement was reached with the supervisor’s labor union, the only outstanding issue is regarding hours worked and overtime. Discussion ensued regarding calling employees in during vacation and the overtime paid for that. Linda Pillo made a motion to approve Resolution 62 – a resolution to approve the execution

3


Page 3 of 4

and delivery of an agreement between NROCOM and NORCOM supervisory employees, Public Safety Employees Union Local 519. Motion passed. D. Ratification of Fire Mobile RFP (Resolution 63) Tom Orr discussed: it is in executive director authority to approve the RFP for a fire mobile product, and the RFP is already out, so this request is for formal Board approval. Deanna Gregory discussed: some language in the original Resolution should be changed, due to the motion made earlier in the meeting. Resolution 63 is amended to include language authorizing the executive director to enter into negotiations with the selected vendor. Kurt Triplett made a motion to approve Resolution 63 – a resolution approving a request for proposals from qualified vendors to provide a mobile CAD solution for NORCOM’s fire agencies. Bill Archer made a motion to amend the Resolution to include the new language provided by Deanna Gregory. Motion, as amended, passed. E. Ratification of Radio Site Leases (Resolution 64) Kurt Triplett made a motion to approve Resolution 64 – a resolution approving site lease agreements with King County. Motion Passed. Thanks to Mike Mandella for assisting in negotiations. F. Governing Board Meeting Schedule Tom Orr discussed: the Governing Board does need to meet in December, in order to approve the 2014 budget. The meeting will be short and Christmas cookies will be provided. G. PSAP Future Configuration Recommendation Committee Update Tom Orr discussed: there is a lot of discussion surrounding the information the technical committee is being asked to provide the recommendation committee. The PSAP directors on the technical committee have questions regarding budgeting and operational impact of the phone upgrades, Next Gen 911 and text-to-911. The technical committee feels rushed and would like a better explanation for the August deadline. Kurt Triplett discussed: the need for an alternate to represent NORCOM at the recommendation committee, as needed. There are offline discussions regarding whether or not the consolidation discussion is still necessary at this point in time, especially considering the upcoming radio upgrade. Discussion ensued regarding the County rushing projects, staff time dedicated to County projects and how funding is controlled. Some Board members disagree with some County decisions. King County PSAP directors ultimately want a positive working relationship with the County. The Board may need to make a formal stance to the County in the future. H. Request from Technology Committee Tom Orr discussed: Mike Kaser requested the NORCOM Technology Committee be disbanded or suspend operations. The other members of that committee may not be in agreement, and the function of the committee may need to be reevaluated. Discussion ensued and the Technology Committee is regarded as a valuable resource. Kurt Triplett made a motion to extend a formal communication from the Governing Board to the Technology Committee. Motion passed. David Burke volunteered to attend the next Technology Committee meeting.

4


Page 4 of 4

4. Staff Reports

Individual staff reports from NORCOM staff were included in the Board packet. Chair Connor asked if Board members had any questions regarding the reports or if NORCOM staff had anything further to contribute. Sheryl Mullen announced that we will have a bake sale at the next Joint Operating Board meeting. Tom Orr reminded the Board that a new EPSCA representative needs to be selected at the next meeting. Discussion ensued regarding the upcoming picture and patch boards. Gwen Pilo announced the state audit will occur late December or early January.

5. Committee Reports: a. Joint Operating Board Bill Archer discussed: the Joint Operating Board report is consistent with what was presented by Neville, Jerry and Gwen. b. Finance Committee Tracey Dunlap discussed: There were seven proposals received for the user fee analysis. The finance committee will review and provide a recommendation at the next meeting. c. Strategic Planning Committee No discussion. d. IT Committee No discussion. Meeting adjourned at 11:01am.

Approved by: _________________________________________________ Chair Attest: ___________________________________________ Secretary

5

NORCOMACT:ViTY NOVEMBER l,2013 THROUGH NOVEMBER 30,2013

Accounts Payable, Payroll, Electronic and Manual payments Totalling:Checks by Date - Detail by Check Date Report attached

$ 1,182,972.82

yorded C力 ecお

l, the undersigned, do hereby certify under penalty of perjury that the materials have been furnished, the servicesrendered or the labor performed as described herein and that the claim is a just, due and unpaid obligation against

NORCOM, and that I am authorized to authenticate and certify said claim.

We, the undersigned NORCOM Board Members, do hereby certify that claims in the amount detailed above areapproved.

Date

Date

6

Accounts Payable

Checks by Date - Detail by Check

User: Clnman

Date

Printed: 11/27/201312:39 PM

Check No Vendor No

Inl'oicc No

Vcndor Namc

DescriptionChcck Date

RefcrenceVoid Checks Chcck Anrount

ACH 129633524

633524

WDSNovcmbcr

Novcnlbcr

11/01/2013

2013 Dental Prerniums

2013 COBRA Expcnsc - Gongaware8,893.45

5260

ACH 120110113

110113

110113

110113

110113

110113

110113

110113

209880

ACH 131110113

ACH 132110113

14394 6

GG31065

14395 253

A276544

14396 80077356B1013

14397 34

10102013

PAYCHEXPPE 10/27/13 Fcderal Taxes Payable

PPE 10/27/13 Mcdicarc Payablc

PPE l1/1/13 Accrucd Employ Security

PPE 10/27/13 Gamishmcnts Payablc

PPE 10/27/13 Dcfcrrcd COmp Payablc(EE)

PPE 10/27/13 Union Ducs Payablc

PPE 10/27/13 Parking Payablc

PPE 10/27/13 Accrucd Wagcs Payablc

PPE 10/27/13 PayrOI Proccssing Fcc

HEALTH EQUITYPPE 10/27/13 HSA Contributions Payablc

CDW GOVERNMENTINCSmartnct

CENTURYLINKBusiness ContinuatiOn Routing 9/17/13-

CENTURYLINKOctobcr 2013 TclcphOne Scrvicc

GROUP HEALTH OPTIONSNovcmbcr 2013 Mcdical Prcmiums

Total brthis ACH Check liDr Vendor 129:

11/01/2013

Total forthis ACH Check fOr Vcndor 120:

11/01/2013

Total for l1/1/2013:

11/04/2013

Total for Chcck Nulnbcr 14394:

11/04/2013

9/18/11

Total for Chcck Numbcr 14395;

11/04/2013

Total for Chcck Numbcr 14396:

11/04/2013

8,94605

25,79475

6,54140

27565

91213

1,69074

2,05700

78040

160,89387

1,96430

000

000

97498

27,60921

200,91024

97498

Total forthis ACH Chcck fOrヽ 4cndor 131:

WILMINGTON TRUST l1/o12013PPE 10/27/13 MEBT COntributiOns Payablc

Total forthis ACH Check fOr VcndOr 132: 27,60921

238,440.48

8736

8736

1,77220

1,77220

2,85728

2,85728

24,93053

AP Chccks by Datc― Dctail by Chcck Datc(11/27/201312:39 PM)Page 1

||・ ■■■■||`・ ‐́|`|‐

‐■ |′‐‐■■■ |‐ |||‐‐‐|″|‐ |́‐ ′‐‐‐■■′||‐ ■‐|

|‐年● ■́■■|■■■―́ ■■|'・■‐|―●■|■ |●■■|″・ ■́グ

000

7

Check No Vendor No

Invoice No

\/endor Nanre

DescriptionCheck Date

Reference

4ヽold Checks Check Amount

14398 157

092913

14399 184

102513

14400 92092913

14401 119

101713

14402 45

2013-020

2013-021

14403 122

102512

14404 148

102413

14405 52

15586

14406 55

1309693

14407 59

11256

14408 6138904282

38904283

38937720

38937721

14409 258

SANDY HOGUESupcぃ′isor Training‐ Meals/Milcagc

AMANDA KOLLINGSupcrvisor Training― Mcals/Mileage

MICHELLE LORRAINESupcwisor Training― Mcals/Mileagc

PETER LUKEScptcmbcr 2013 Milcagc

LIETH NEDELLCBD Training― Mcals/ヽ 4ilcagc

PACIFICA LAヽV GROUPSeptcmbcr 2013 LegaI Scrvices (Gcncral/Lcase I

POSЪへL EXPRESSSeptember 2013 Monthly Delivery/Fuel Surchar;

RATELCO PROPERTIES CORPNovclnbcr 2013 Crista Radio Site Lcasc

ROBERT HALFINTERNAT10NALTcch Temp Haskin lV/E10ノ4/2013

Tcch Temp Vyas W/E10/4/2013

Tcch Tcmp Vyas VV/E10/11/2013

Tcch Tcmp Haskin W/E10/11/2013

TECHNOLOGY LEARNING GROUP


11/04/2013


11/04/2013

Total for Chcck Nunlber 14399:

11/04/2013

Total for Chcck Number 14400:

11/04/2013


11/04/2013

Totalお r Chcck Numbcr 14404:

11/04/2013

Total for Check Nu:nber 14405:

11/04/2013


11/04/2013

Total for Check Numbcr 14407:

11/04/2013


11/04/2013

000

000

000

000

24,93053

9924

9924

9475

9475

10969

10969

2318


MERCERISLAND FIRE DEPARTMENT H/04/2013SME KhottPPE 09/27/13

SME KnottPPE 10ノ 11ノ 13


STACI MINER l1/04/2013Replaccs lost chcck#3621-T4Training Mcals/〕

2318

6,00656

6,210.08

12,21664

11035

11035

9759

9759

2,26350

2,26350

20000

20000

36465

36465

1,42200

1,44000

1,44000

1,43748

5,73948

AP Checks by Date - Detail by Check Date (1112712013 12:39 PM)

000

Page2

000

000

000

000

8

Chcck No !'endor No

Invoice No

Vendor Name

f)escriptionCheck Date

Reference

Void Checks Check Amount

56387

14410 7066082

14411 74

10182013

14412 799713137016

120

111413

111413

111413

ACH 12010879970

111513

lH513

l H513

111513

111513

210649

ACH 131111513

ACH 132

111513

ACH 133111513

ACH 67lH513

111513

PAYCHEXOctobcr 2013 TIme and Labor Admin Fcc

PPE l1/10/13 Gamislullcnts Payablc

PPE l1/10/13 Dcfcrred COmp Payablc(EE)

PPE l1/10/13 Union Ducs Payablc

PPE l1/10/13 Parking Payablc

PPE l1/10/13 Acclucd Wagcs Payablc

PPE l1/10/13 PayroI Processing Fcc

Total

HEALTH EQUITYPPE l1/10/13 HSA ContHbutions Payablc

Total

WILMINGTON TRUSTPPE l1/10/13 MEBT Contributions Payable

Total for Chcck lヾlllnbcr 14409:

1 11/04/2013


11/04/2013

Total for Chcck Number 144H:

11/04/2013



11/14/2013

To協 i forthis ACH Chcck lЭr Vcndor 120:


11/15/2013

forthis ACH Chcck fOr Vcndor 120:

11/15/2013

forthis ACH Chcck for Vendor 131:

11/15/2013

Microsoft SQL Server Database Training - Luke

THORSON BARNETT&MCDONALD,Septcmbcr 2013 Lcgal Scrvices(MEBT)

UNUMNovcmber 2013 Long Terrn Carc

VERIZON WIRELESSOctobcr 2013 Ccll PhOnc Scwicc

PAYCHEXPPE l1/10/13 Fcdcral Taxcs Payable

PPE l1/10/13 Mcdicare Payablc

PPE H/10/13 Accrucd Employ Security

2,59500

2,59500

9000

000

000

000

000

9000

1,391.10

1,391.10

32008

32008

55,362.62

24,88670

6,45419

221.04

ACH

31,56193

31,56193

5000

91213

1,64610

10500

78040

161,52727

1,98145

167,00235

97498

97498

28,70273

Total forthis ACH Chcck fOr VcndOr i32:

DEPT OF RETIREMENT SYSTEMS H/15/20130ctobcr 2013 PERS Contributions

DEPT OF REVEIJUEAdmin Printing

Offlcc Supplics

Total forthis ACH Chcck for Vcndor 133:

11/15/2013

28,702.73

73,67355

73,67355

2.09

741

AP Chccks by Datc― Dctal by Check Date(11/27/201312:39 PM)

000

Page 3

000

000

000

9

Check No V'endor No

Invoice No

Vendor Name


ReferenceVoid Checks Check Amount

ACH 13433904651201234

ACH 135133180001071

ACH 138H2H3

COLONIAL LIFEDcccmber 2013 Supplcmcntallns Prcmiunls

REGENCE BLUESHIELDDcccmbcr 2013 Mcdical Prcmiums

VSP

December 201 3 Vision Prerniums

AT&T MOBILITYOctobcr 2013 Cell Phone Sep/icc

CDW-GOVERNMENT INCTech wireless headset - NOTIS# I 1 744

Supervisor Egotron adapter

Locution - Spare UPS batteries

CENTURYLINKOctobcr 2013 Snoqualmie EU Circuit

CENTURYLINKNovernber 20 I 3 Telephone Service

CENTURYLINKOctober 20 I 3 Telephone Service

CITY OF BELLEVUEDecember 2013 Fiber Usage

December 2013 Parking

Total for this ACH Chcck fOr Vcndor 67:

Total fOr l1/15/2013:

11/25/2013

Total forthis ACH Check for Vendor i34:

11/25/2013

Total forthis ACH Check for Vendor 135:

11/25/2013

Total forthis ACH Check liDr 1/endor 138:

11/25/2013


11/25/2013

Total for Check Number i4414:

11/25/2013

Total for Check Number 14415:

11/25/2013


11/25/2013


11/25/2013


11/25/2013

000

000

000

000

000

2,36546

76,27890

270,363.11

2,36546

76,27890

78355

14413 243

4198

4222

14414 3

Xl1042013 1013

14415 6

GT36808

GヽV55260

GW60586

14416 210102013

14417 80077356B

14418 91277970505

ACH 140111913

14419 11

28467

28468

RELIANCE STANDARDDecembcr 2013 Lifc/LTD Premiulns

Total forthis ACH Check for 1/cndor 140:

AGREEMENT DYNAMICS,INC. H/25/2013Scptcmber 2013 Survey Prep and Design

October/Novcmber 2013 Survey Administration

78355

1,35804

1,35804

56750

5,56000

6,12750

33876

33876

3269

16511

42390

62170

17167

17167

2,85582

2,85582

15804

15804

47700

1,82427

AP Chccks by Date― Dctail by Chcck Date(H/27/201312:39 PM)

000

Page 4

950

000

000

000

10

Check No Vendor No

Invoice No

Vendor Name


Reference


14420 14

103113

14421 13

KPD2013-025

December 201 3 Lease

3rd Quarter 2013 Co-Location Service

CITY OF KIRICLAND FINANCE DEPT4tllQuartcr2013AnncxationAdlustmcnt(4o■

)

CITY OF KIRKLAND POLICE DEPTOctobcr 2013 CVSA Scr宙 ccs

FOSTER PEPPER PLLCScptcmbcr 2013 Lcgal ScⅣiccs(NWS)

FRONTIERNovclalber 2013 Telephonc ScⅣ icc

GARVEY SCHUBERT BARERSeptember 2013 Legal Serviccs(Negolations)

Scptcmbcr 2013 Legal Scrviccs(Laboり

GROUP HEALTH OPTIONSDccclllbCr 2013 Mcdical Prcmiums


11/25/2013


11/25/2013

Total for Check Number 14424

11/25/2013

Total for Check Nulnber 14425:

11/25/2013

Total for Chcck Numbcr 14426

11/25/2013

28473

28481

37,43265

15,76500

55,49892

50,866.50

50,86650

54872


ENGINEERINIG BUSINESS SYSTEMS n H/25/2013CR652A HP Dcsign Jct T1300ps cPrintcr

6020659"Manual Trimmcr

C9403A Black Canidge

C9371A Cyan Cartridgc

C9372A Magenta CartHdge

C8373A Ycllow Cartridgc

C9374A Gray Cartridge

C9370A Photo Black Cartridgc

C6567B HP Coated Papcr 42‖ x100

C1861 A HP Bright Whitc lnk Jet Paper 36"

HP StartRigh PrOmo

C6569C35#HP Heavyweight COatcd Papcr 42x

EPSCANovcmbcr 2013 Back‐ Up Ccntcr

Novcmbcr2013 NORCOM

Total for Chcck Nulnbcr 14422

11/25/2013


11/25/2013

54872

7,11202

49275

71 34

7134

7134

7134

7134

7134

6982

2989-9971

8853

14422 257

68218

68218

68218

68218

68218

68218

68218

68218

68218

68218

68218

68218

14423 28

7603

7603

14424 30

1053635

14425 31

050709-5

8,12134

23107

85826

1,08933

6,20918

6,20918

99014

14426 32

538431

538431

14427 34

lHH3

14428 41

3245678

99014

25900

1,33200

1,59100

24,93053

KING COUNTY E‐9H PROGRAMScptcmbcr 2013 Languagc Line


OFFI( 11/25/2013

Total for Chcck Nllmber 14428:

24,93053

77490

AP Chccks by Datc‐ Dctail by Chcck Datc(11/27201312:39 PM)Page 5

000

000

000

000

11

Check No !'endor No

Invoice No

Vendor Name


Reference

イヽoid Checks Check Amount

14429 42

11001525

14430 45

2013-022

2013‐023

14431 93

l10713

110713

14432 51

14662

14669

16519

16520

14433 55

1310689

14434 59

11290

KING COUNTY FINANCE DEPTOctobcr 2013 1NET

11/25/2013


MERCERISLAND FIRE DEPARTMENT H/25/2013SME Knott‐ PPE 10/25/13

SME Knott― PPE l1/08/13

SHERYL MULLENJuly― Novcmbcr 2013 Milcagc


11/25/2013

Team Sup Workshop Refreshments, Photo Board

ONLINE BUSINESS SYSTEMS


11/25/2013

September 2013 CostAnalysis Supporting Plann

September 2013 Program Manager - Expenses

October 2013 Program Manager Consulting

October 20 I 3 Cost Analysis Support Planning - (

l,16300

000

000

000

1,16300

5,93888

5,78816

11,727.04

323 18

6076

38394

1,85728

3,84854

39,86750

20,84750

14436 65

847357399058

847357399058

14437 69

8521

14438 70

66441

POSTAL EXPRESSOctobcr 2013 Postal Deliveヮ ′Tucl Surchargc

RATELCO PROPERTIES CORPDcccmber 2013 Crista Radio Sitc Lcasc

ROBERT HALF INTERNATIONALTcch Tclllp Haskin W/E10/18/13

Tcch Tcmp Vyas W/E10/18ノ 13

Tcch Tcmp Haskin W/E10/25/13

Tech Temp Vyas W/E10/25/13

Tcch Temp Haskin W/E l1/1/13

Tech Tcmp Vyas W/E l1/1/13

Tcch Tcmp Vyas W/EH/08/13

Tcch Tcmp Haskin W/E l1/08/13

SPRINTOctober 2013 Supcwisors Wlrclcss Sewicc

October 2013 TechnologyヽVircless Sewicc

THOMAS C PETEK,PH D.Octobcr 2013 Pre―Employmcnt Psych Evaluatiol


11/25/2013


11/25/2013


11/25/2013

Total for Chcck Numbcr i4435

11/25/2013


11/25/2013

66,420.82

20000

200.00

364.65

14435 61

38998795

38998796

39060133

39060134

39096076

39096077

39156176

39156177

36465

1,084.32

1,44000

1,38240

1,44000

1,01880

57600

1,44000

1,38204

9,76356

51243

27805

79048

60000


THORSON BARNETT&MCDONALD,1 11/25/20130ctobcr 2013 Lcgal Serviccs(MEBT)

60000

1,13950

AP Chccks by Datc‐ Detail by Chcck Date(11/27/201312:39 PM)

000

Page 6

12

Check No Vendor No

Invoice No

Vendor Name


Reference


14439 241

155020

14440 90

110713

110713

14441 74

111813

14443 76

103113

14442 75

101313

101313

101313

101613

101613

101613

101813

102113

102313

102913

110213

110513

110613

110713

110813

156699

31920682

33619918

50177

543931358834185

555YE4413

555YE4423

5712244

5837275

673746261

679876250‐ 1

679876340‐ 1

679876341-1

681251681-1

8701001

8701001-2

872866A

894065

M286_762236

M297‐ 765785

R8797206

TITAN OUTD00R LLCBus advcrtisements

KHAITRANSeptcmbcr/Octobcr 2013 Mileagc

Scptembcr/Octobcr 2013 Milcagc

UNUMDecember 2013 Long Term Care

US BANK NA‐ CUSTODYOctobcr 2013

Total for Chcck Numbcr i4438:

11/25/2013


11/25/2013


11/25/2013


Total for Chcck Number i4442:

11/25/2013

1,13950

782.00

000 78200

2859

1808

4667

1,38650

US BANK CORPORATE PAYMENT SYS IIl25l20I3October 2013 Postage Machine

October 2013 NOTIS

October 2013 Toggl

Postage Due

Shipping to Planhonics - Headset repairs

IT Director Job Posting

Dish Soap

Kleenex

Novembcr 2013 Evemote

New Hire Combination Lock

Training Materials

Postage

Postage

Kleenex

Postage Due

5 year recognition coins

Team Supervisor Recruitment Study MaterialsTelecommunicator Job Posting

First Aid Supplies

October 2013 Postage Machine

Shipping - Plantronics NOTIS#l 1438

Retum - APC/Schneider Electric

October 2013 Webinar

November 2013 Admin/Tech Parking

Retumed ink pad

Copy paper, pens, tape, etc.

Cork Boards - Recognition Wall

HP Ink Cartridge

Copy paper, pens, shredder oilTeam Supervisor Recruitment Study MaterialsTeam Supervisor Recruitment Study MaterialsCredit for overcharge - Original Invoice 872866

Novcmbcr 2013 E-MailBusiness Cards - Pilo

Business Cards - Mandella

IT Director Job Posting

1,38650

1799

1,10000

4000

020

3407

39500

218

1703

1000

656

7821

5000

36.80

854

046

85100

1,25023

5000

3001

1599

2291

11324

19900

2,16810

-984

6181

32346

3065

7534

17933

6521‐13.00

1,72425

2194

2194

22500

9,203.61

2800

AP Chccks by Date― Dctail by Check Date(H/27/201312:39 PM)Page 7

000

000

000

13

Check No V'endor No

Invoice No

Vendor Name


Reference

1/oid Checks Check Amount

14444 72

509758

14445 77

W3610735K

14446 80

151998104

14447 86

093013

14448 247

54995

14449 88

5000608050

5000608050

5000608051

ACH 120112813

112813

112813

ACH 120

112913

112913

112913

211547

ACH 132

112913

US HEALTHヽ VORKSOctobcr 2013 Pre Employment Tcsting

USA MOBILITYNovcmbcr 2013 Pagcr Scwicc

VFISRadio Sites Lcase Covcragc

WA STATE ENHANCED 9HScptcmber 2013 Languagc Linc

WATSONColllm Room Console Repair

WELLS FARGO FINANCIAL LEASINGNovcmber 2013 Copicr

Novcmbcr 2013 Copicr

Novcmbcr 2013 HP Printcr


11/25/2013


11/25/2013


11/25/2013

Total for Chcck Nulnbcr 14446:

11/25/2013

Total fOr Check Numbcr 14447:

11/25/2013


11/25/2013

000

000

000

000

000

000

000

2800

168.00

16800

2293

2293

15000

15000

7840

7840

54400

54400

12500

5903D‐

1971

PAYCHEXPPE l1/24/13 Ganlishmcnts Payable

PPE l1/24/13 Union Dues Payablc

PPE l1/24/13 Accmed Wages Payable

Total fOr Chcck Number 14449:

Total fbr l1/25/2013:

11/28/2013

Total forthis ACH Chcck fOrヽ 4endor 120:

PAYCHEXPPE l1/24/13 Fcdcral Taxes Payablc

PPE l1/24/13 Mcdicarc Payablc

PPE l1/24/13 Accrucd Employ Secunけ

PPE l1/24/13 Payro‖ Proccssing Fcc


11/29/2013

Tota1 lorthis ACH Chcck fOr Vendor 120:

WILMINGTON TRUST H/29/2013PPE l1/24/13 MEBT COn“ butiOns Payablc

Total fOrthis ACH Chcck fOrヽ石cndor 132:

73506

347,37816

91213

10500

173,04332

174,06045

174,06045

27,229.35

6,747.72

22793

1,98145

36,18645

29,61962

29,61962

AP Chccks by Datc‐ Dctail by Chcck Datc(11/27201312:39 PM)Page 8

000

000

14

Vendor Name Check Date

Reference


Report Total (73 checks):

Vold Checks Check Amount

t,182,972.82

AP Checks by Date - Detail by Check Date (ll/27/2013 12:39 pM)Page 9

Check No V'endor No

Int,oice No

15

NORCOM Governing Board Agenda Summary

MEETING DATE: December 13, 2013 SUBJECT: Resolution 66 & 67 MOU/Agreement for Subject Matter Expert’s FROM: Gwen PIlo, Finance Manager Reviewed by: ___X__ Director __X___ Finance Manager __X___ Attorney HISTORY: At the July 13, 2012 meeting of the Governing Board, Jerry Holcombe presented an organizational chart for the Project Team that included 3 Subject Matter Experts (SME) to sit on the Steering Committee and focus on the testing and implementation of the New World Systems Integrated Technology.

Mercer Island Police Sergeant Jeff Magnum has been assisting NORCOM since February and NORCOM would like to extend the MOU with Mercer Island until December 2014. Sergeant Magnum has been working in the Police SME capacity approximately 25% of the time. Mercer Island firefighter, Ken Knott has been providing NORCOM SME services full time on the fire portion of the ICRM project and NORCOM would like to extend the MOU with Mercer Island until December 2014. The amended agreement’s for the SME’s are attached for your review. FISCAL IMPACT: The 2014 budget anticipated extending the SME contracts for the full year and included $320,000 in the Capital Projects Fund to pay for the SME’s. RECOMMENDED MOTION: I MOVE THE GOVERNING BOARD APPROVE RESOLUTION 66 AND RESOLUTION 67 A RESOLUTION OF THE GOVERNING BOARD OF NORCOM APPROVING A SECOND AMENDMENT TO MEMORANDUM OF UNDERSTANDING BETWEEN NORCOM AND THE CITY OF MERCER ISLAND, WASHINGTON FOR PROVISION OF A FIRE AND A POLICE SERVICE SUBJECT MATTER EXPERT.

Ayes_________ Nays_________

16

Resolution 66

A RESOLUTION OF THE GOVERNING BOARD OF NORCOM APPROVING A FIRST AMENDMENT TO MEMORANDUM OF UNDERSTANDING BETWEEN NORCOM AND THE CITY OF

MERCER ISLAND, WASHINGTON FOR PROVISION OF A POLICE SUBJECT MATTER EXPERT.

WHEREAS, NORCOM and the City of Mercer Island, Washington (the “City”) previously entered into a Memorandum of Understanding (the “Agreement”), to permit the temporary reassignment of a City employee to serve as a Police Subject Matter Expert (“SME”) to NORCOM; and

WHEREAS, Mercer Island Police Sergeant Jeff Magnan was selected to serve as

the Police SME; and WHEREAS, the Agreement is scheduled to expire on December 31, 2013, and

due to project needs, NORCOM continues to need the services of a Police SME; and

WHEREAS, the Governing Board now desires to amend the Agreement to extend its term until December 31, 2014 as provided herein:

NOW, THEREFORE, BE IT RESOLVED by the Governing Board of NORCOM as follows:

Section 1. Authorization of Amendment to Agreement. The First Amendment to Agreement, substantially in the form attached hereto as Exhibit A, is hereby approved (the “First Amendment”). The Executive Director is hereby authorized to execute the First Amendment with such modifications and revisions as determined to be necessary by the Executive Director and legal counsel to NORCOM.

Section 2. Further Authority; Prior Acts. All NORCOM officials, their

agents, and representatives are hereby authorized and directed to undertake all action necessary or desirable from time to time to carry out the terms of, and complete the transactions contemplated by, this resolution. All acts taken pursuant to the authority of this resolution but prior to its effective date are hereby ratified and confirmed.

17

2

Section 3. Effective Date. This resolution shall take effect immediately upon its passage and adoption. Passed by a majority vote of the Governing Board in an open meeting on this 13th day of December, 2013. Signed in authentication thereof on this 13th day of December, 2013. _____________________________ Chair Attest: _____________________________ Secretary

18

Exhibit A

Form of First Amendment (attached)

19

FIRST AMENDMENT TO MEMORANDUM OF UNDERSTANDING BY AND BETWEEN THE CITY OF MERCER ISLAND, WASHINGTON AND NORCOM

THIS FIRST AMENDMENT TO MEMORANDUM OF UNDERSTANDING (the “First Amendment”) is made and entered into as of ___________, 2013, by and between NORCOM and the City of Mercer Island, Washington (the “City,” and together with NORCOM, the “Parties”) and amends that certain Memorandum of Understanding between the City and NORCOM regarding a Police Subject Matter Expert (the “Original Agreement”).

WHEREAS, the Parties previously entered into the Original Agreement to permit the temporary reassignment of a City employee to serve as a Police Subject Matter Expert (“SME”) to NORCOM; and

WHEREAS, Mercer Island Police Sergeant Jeff Magnan was selected to serve as the Police SME; and

WHEREAS, the Original Agreement is scheduled to expire on December 31, 2013, and due to project needs, NORCOM continues to need the services of a Police SME; and WHEREAS, the Parties now desire to amend the Original Agreement to extend its term until December 31, 2014 as provided herein: NOW THEREFORE, it is mutually agreed and covenanted by and between the parties, as follows: Section 1. Definitions. All words and phrases not otherwise defined herein shall have the meanings given to them in the Original Agreement. Section 2. Amendment. Section 1 of the Original Agreement is hereby amended as follows (additions are double underlined, deletions are stricken):

Section 1. The Police SME will be needed beginning February 26, 2013 through December 31, 2014 December 31, 2013. Both parties recognize that this period could be extended based on project needs. Any extension beyond December 31, 2014 December 31, 2013 will necessitate an amendment to this MOU.

Section 3. Ratification and Confirmation. All other terms and conditions of the Original Agreement are hereby ratified and confirmed. Section 4. Effective Date. The amendment set forth herein shall be effective as of the date first written above.

20

IN WITNESS WHEREOF, the parties hereto have executed this First Amendment, all as of the day and year first above mentioned.

NORCOM By THE CITY OF MERCER ISLAND, WASHINGTON By

21

Resolution 67

A RESOLUTION OF THE GOVERNING BOARD OF NORCOM APPROVING A SECOND AMENDMENT TO MEMORANDUM OF

UNDERSTANDING BETWEEN NORCOM AND THE CITY OF MERCER ISLAND, WASHINGTON FOR PROVISION OF A FIRE

SERVICE SUBJECT MATTER EXPERT.

WHEREAS, NORCOM and the City of Mercer Island, Washington (the “City”)

previously entered into a Memorandum of Understanding dated as of August 10, 2012, as amended (the “Agreement”), to permit the temporary reassignment of a City employee to serve as a Fire Service Subject Matter Expert (“SME”) to NORCOM; and

WHEREAS, Firefighter Ken Knott was selected to serve as the Fire Service SME

and has been serving in such capacity since July 23, 2012; and WHEREAS, as currently amended, the Agreement was scheduled to expire on

June 30, 2013, and due to project needs, NORCOM continues to need the services of a Fire Service SME; and

WHEREAS, the Governing Board now desires to revive and amend the Agreement to extend its term until December 31, 2014 as provided herein:

NOW, THEREFORE, BE IT RESOLVED by the Governing Board of NORCOM as follows:

Section 1. Authorization of Amendment to Agreement. The Second Amendment to Agreement, substantially in the form attached hereto as Exhibit A, is hereby approved (the “Second Amendment”). The Executive Director is hereby authorized to execute the Second Amendment with such modifications and revisions as determined to be necessary by the Executive Director and legal counsel to NORCOM.



22

2


23

Exhibit A

Form of Second Amendment (attached)

24

SECOND AMENDMENT TO MEMORANDUM OF UNDERSTANDING BY AND BETWEEN THE CITY OF MERCER ISLAND, WASHINGTON AND NORCOM

THIS SECOND AMENDMENT TO MEMORANDUM OF UNDERSTANDING (the “Second Amendment”) is made and entered into as of ___________, 2013, by and between NORCOM and the City of Mercer Island, Washington (the “City,” and together with NORCOM, the “Parties”) and revives and amends that certain Memorandum of Understanding between the City and NORCOM dated August 10, 2012, as amended on December 31, 2012, regarding a Fire Service Subject Matter Expert (the “Original Agreement”).

WHEREAS, the Parties previously entered into the Original Agreement to permit the temporary reassignment of a City employee to serve as a Fire Service Subject Matter Expert (“SME”) to NORCOM; and

WHEREAS, Firefighter Ken Knott was selected to serve as the Fire Service SME and has served in such capacity since July 23, 2012; and

WHEREAS, the Original Agreement was scheduled to expire on June 30, 2013, and due to project needs, NORCOM continues to need the services of a Fire Service SME; and WHEREAS, the Parties now desire to revive and amend the Original Agreement to extend its term until December 31, 2014 as provided herein: NOW THEREFORE, it is mutually agreed and covenanted by and between the parties, as follows: Section 1. Definitions. All words and phrases not otherwise defined herein shall have the meanings given to them in the Original Agreement. Section 2. Revival of Original Agreement. The Parties hereto agree to revive the Original Agreement and it is hereby deemed to have been in force uninterrupted since its original effective date. The terms of the Original Agreement are hereby reinstated, ratified and confirmed.

Section 3. Amendment. Section 1 of the Original Agreement is hereby amended as follows (additions are double underlined, deletions are stricken):

Section 1. The Fire SME will be needed through approximately December 31, 2014 June 30, 2013. Both parties recognize that this period may be extended on mutual agreement based on project needs. Any extension of the SME assignment beyond

25

December 31, 2014 June 30, 2013 will necessitate another amendment of the SME MOU.

Section 4. Ratification and Confirmation. All other terms and conditions of the Original Agreement are hereby ratified and confirmed. Section 5. Effective Date. The amendment set forth herein shall be effective as of the date first written above. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment, all as of the day and year first above mentioned.

NORCOM By THE CITY OF MERCER ISLAND, WASHINGTON By

26

NORCOM Governing Board Agenda Summary

MEETING DATE: December 13, 2013 SUBJECT: Resolution 68 - User Fee Policy Review and Analysis FROM: Gwen Pilo, Finance Manager Reviewed by: ___X__ Director __X___ Finance Manager _____ Attorney HISTORY: As part of the Strategic Advance, the Governing Board reviewed NORCOM’s User Fee Formula. A number of questions were identified related to the user fee formula and whether it should be modified.

At the September 13, 2013 meeting of the Governing Board the decision was made to contract with a third-party consultant to review NORCOM’s User Fee Formula and the process of developing a Request for Proposal began. Critical success factors and the general scope of work were identified and approved by the Governing Board at their meeting on October 11, 2013.

The RFP was posted on October 11, 2013 and closed on October 28, 2013. The Finance Committee reviewed the 7 responses and selected the top 3 respondents to interview. From the interview process the Finance Committee selected ADCOMM Engineering Company as the recommended finalist to perform the user fee review and analysis, due to their technical expertise, availability, and their familiarity with the Stakeholders.

PROPOSAL: The Finance Committee recommends the Governing Board authorized the Executive Director to enter into contract negotiations with ADCOMM Engineering Company, the successful respondent, to perform the User Fee Review and Analysis. FISCAL IMPACT: The proposed cost for the study is $19,688, to be paid from the 2014 budget. ADVANTAGES: ADCOMM is a local company with the ability to meet face-to-face with NORCOM’s many stakeholder groups, and work directly with staff to identify organizational cost centers and define key elements, to develop a user fee policy that supports the critical success factors, sustainability, predictability, understandability, equity, and administrative ease.

DISADVANTAGES: None.

27

RECOMMENDED MOTION: I MOVE THE GOVERNING BOARD APPROVE RESOLUTION XX. A RESOLUTION OF THE GOVERNING BOARD OF NORCOM AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO CONTRACT NEGOTIATIONS WITH ADCOMM ENGINEERING COMPANY TO PERFORM THE USER FEE REVIEW AND ANALYSIS.

Ayes_________ Nays_________

28

Resolution 68

A RESOLUTION OF THE GOVERNING BOARD OF NORCOM AUTHORIZING THE EXECUTIVE DIRECTOR TO ENTER INTO CONTRACT NEGOTIATIONS WITH ADCOMM ENGINEERING

COMPANY TO PERFORM THE USER FEE REVIEW AND ANALYSIS.

WHEREAS, as part of the Strategic Advance, the Governing Board of NORCOM reviewed NORCOM’s User Fee Formula; and

WHEREAS, at the Governing Board’s direction, NORCOM staff prepared a

Request for Proposals (the “RFP”) for a third-party consultant to review NORCOM’s User Fee Formula; and

WHEREAS, after reviewing and interviewing candidates, the Finance Committee

recommends that NORCOM enter into contract negotiations with ADCOMM Engineering Company due to their technical expertise, availability and their familiarity with NORCOM stakeholders; and

WHEREAS, the Governing Board now desires to authorize the Executive

Director to enter into contract negotiations with ADCOMM Engineering Company to perform the user fee review and analysis:

NOW, THEREFORE, BE IT RESOLVED by the Governing Board of

NORCOM as follows:

Section 1. Selection. ADCOMM Engineering Company is hereby selected as the successful respondent to the RFP to review NORCOM’s User Fee Formula. The Executive Director of NORCOM is hereby authorized to enter into contract negotiations with ADCOMM Engineering Company and to agree to terms consistent with the RFP.



29

2


30

Governing Board

Executive Director Report Page 1 of 2

MEMORANDUM To: Governing Board

From: Tom Orr, Executive Director

Date: December 6, 2013

Subject: General Update – Governing Board Meeting – December 13, 2013

1. NORCOM FACILITY LEASE NORCOM management met with City of Bellevue facilities staff to discuss potential upcoming changes to Bellevue facilities. Because of upcoming Sound Transit construction in the next two years, Bellevue expects to lose parking spaces for a temporary but lengthy period. This may impact NORCOM parking – particularly secure parking. The City of Bellevue plans to do its best to make sure NORCOM keeps the number of leased parking spots but may have to move NORCOM to a temporary lot near the building during construction. The City of Bellevue pledges to work with NORCOM as much as possible to mitigate any disruptions from construction. NORCOM also inquired about the availability of additional space as part of the capacity analysis being conducted in support of the Rate Study. The City of Bellevue was willing to explore any expansion needs and pledged to work to support NORCOM should the need arise. Any expansion would impact the Bellevue Traffic Division which has significant equipment in place. Both NORCOM and the City of Bellevue also discussed the current lease and its initial term. NORCOM’s lease with the City of Bellevue provides for an initial seven year term beginning July 1, 2009 and ending on June 30, 2016 (“Initial Term”). After the Initial Term, NORCOM may terminate the lease by giving at least (30) months written notice of termination. This would mean that NORCOM would have to give a notice of termination no later than December 31 of this year in order to terminate the lease at the end of the Initial Term. At this time, NORCOM management does not see a need to provide a notice of termination. There are no present plans to move NORCOM. Further, NORCOM would not have sufficient resources to plan and execute a move over the next two years given the current two-year project list approved by the Board. NORCOM analyzed its current lease rate in August, 2013 and found it to be competitive. The only possible change on the horizon is the current King County PSAP consolidation discussions. Although any decision with regard to consolidation could impact NORCOM, the impact would not occur immediately and NORCOM would have sufficient time to address facility concerns within the constraints of the existing lease. For its part, the City of Bellevue expressed a willingness to discuss changes to any particular portions of the lease that NORCOM might like to adjust. NORCOM is reviewing the lease for that purpose and may seek adjustments to such things as parking, notice periods, etc.

31

Governing Board

Executive Director Report Page 2 of 2

2. New World Contract NORCOM and NWS have continued with discussions since the last board meeting. Mediation has tentatively been set for February, 2014 in Troy, Michigan. Additional detail will be provided during Executive Session.

3. PSAP Future Configuration Committee At the October Board meeting, we reported on the first meeting of the PSAP Future Configuration Recommendation Committee (“RC”) on October 9. The RC is composed of high-level representatives from the major PSAPs and governmental agencies in King County. Kurt Triplett represents NORCOM at these meetings. At the October 9 meeting, the RC delegated several assignments to the “Technical Committee (TC)”. The TC is primarily composed of the Directors for the 12 King County PSAPs as well as King County 911 staff. I reported on the first meeting of the TC in the November Director’s Report. The TC conducted its second two-hour meeting on November 13. The meeting summary prepared by the King County contract facilitators (Triangle), is attached. We will brief the Governing Board on the details of the discussion at the Governing Board meeting.

4. IT Director Selection Processes The IT Director Selection process continues. On December 5, a panel consisting of Mike Mandella, Mike Kaser, Brenda Cooper, Susan Beisheim, Karen Furuya, Jerry Holcombe and Neville Wallace. The group thoroughly screened the 50 resumes and selected 12 candidates (8 finalists and 4 alternates) for further review. Initial interviews will take place on December 20. Prior to the interviews, the candidates will be required to submit Personal History Statements and a criminal background check will be conducted. An outside Technical Recruiting firm, Populus Group, is also being retained to check references on these candidates. Once the process is complete, the top 3 to finalists will be invited to a day of interviews on January 13 with 4 panels consisting of Fire Stakeholders, Police Stakeholders, IT Stakeholders and NORCOM employees.

5. Workplace Bullying Policy & Employee Survey Following the November Governing Board meeting, NORCOM shared the results of the employee survey with all employees. At the same time, NORCOM rolled out its new Workplace Bullying policy. The policy has been a work in progress since the first employee survey and reflects a joint effort between labor and management to address specific concerns about behavior identified in the surveys.

32

Board Report

Page 1 of 3

MEMORANDUM

To: NORCOM Governing Board

From: Mike Mandella, Deputy Director


Re: General Update – Governing Board Meeting – December 13, 2013

• Current/Ongoing Events • Transition of Operations Manager responsibilities and tasks to Deputy Director:

The transition of operations and training responsibilities to the Deputy Director continues with good results.

• Alpha Paging Transmitter Site Leases with King County (Sobieski): As reported previously, NORCOM is continuing the pursuit of a leasing agreement with King County for the site at Sobieski (in Skykomish). Given that the Sobieski site, which serves the Skykomish/FD50 service area, can be expected to serve as a back-up transmitter to other agencies we serve, NORCOM is pursuing the negotiation and assumption of the lease for that site. This is important due to the fact that there has never been a lease in place for Sobieski and the county signaled intent to discontinue utility service and access to the site without a lease.

• FCC Licenses: The FCC licenses required for the Alpha-Paging transmitters currently held by the City of Bellevue are in the process of being transferred to NORCOM. The services of ADCOMM Engineering have been enlisted to begin the process of coordinating the transfer of each license from Bellevue to NORCOM. In addition to the Bellevue licenses, ADCOMM will assist NORCOM staff with the application for a dual license for the Sobieski site that provides coverage to KCFD50 (Skykomish). The dual license, along with the lease, will afford NORCOM the opportunity to effect repairs, modifications or adjustments to the .190 transmitter much quicker than had occurred in the past. The .190 serves as KCFD 50’s primary radio frequency and as back-up to the 800 MHz system for some of our other fire agencies.

• Entry Level Testing: Beginning in January 2014, NORCOM will begin utilizing Public Safety Testing (PST) to advertise and recruit for dispatcher candidates at the entry level. Negotiations to determine the specific portions of the PST portfolio of services are underway. Utilizing PST is expected to increase the candidate pool and streamline our existing entry-level hiring process.

• Activity Since Last Report • Cell Phone to 911 Testing:

NORCOM ITS staff, in concert with the King County E-911 Program Office, conducted annual

33

Board Report

Page 2 of 3

cell to 911 testing. This testing verifies the area of coverage within each PSAP’s call area to confirm the cell towers are accurately sending callers to the appropriate PSAP. Of particular interest: 58% of cellular calls made with Sprint phones required a call transfer, the worst performance of the four carries tested. T-Mobile’s results were similar, at 53%, while AT&T and Verizon performed very well, each requiring a call transfer less than 1% of the time. The testing appears to indicate that 911 calls originating from a cellular phone will require call transfers unless and until the cellular phone companies invest in improving cell coverage to the greater Eastside area of King County.

• Sobieski Antenna Replacement: The +25 year old antenna at the Sobieski site (in the Stevens Pass area off Highway 2, Skykomish) was replaced just prior to the Thanksgiving holiday. This was a joint effort, including cost-sharing between NORCOM, the King County radio shop and the Hamm Radio Operators group. Costs to NORCOM were under one-thousand (1000) dollars. Of interest – weather was a significant concern. The King County radio shop coordinated the efforts for the road (path) to be plowed the night prior to the antenna work to assure access to the site. This proved to have enormous value due to the fact that the area is now inaccessible without the expensive use of a snow cat. Kudos were sent to Tony Minor from the county radio shop for his coordination efforts.

• Upcoming Activities • Supervisor Promotional Testing:

NORCOM will conduct promotional testing for the position of Team Supervisor in early January. The open filing period ends November 5th, and will include a written test – something new to NORCOM’s promotional testing process.

• Highlights • Completion of the Employee Survey:

NORCOM’s second employee survey has been concluded and the survey results have been distributed to all NORCOM staff.

• An RFP was issued October 30 for a Workload and Capacity Study, the purpose of which is to provide calculations that will provide NORCOM the ability to determine when it will be necessary to incrementally add staffing, space, or equipment, based on the assessment of NORCOM’s baseline capacity. At the conclusion of the RFP open period, a contract for this service was awarded to ADCOMM.

• Supervisor Union PSEU 519 Collective Bargaining Agreement: The first labor agreement with the NORCOM Supervisor group has been ratified and was approved by the Governing Board by resolution at the November meeting.

• Relocation to Redmond Satellite Facility: The replacement of the emergency generator switch gear at the Bellevue City Hall location caused NORCOM to utilize the Redmond satellite location for four (4) days. The city’s contractors worked over the weekend of Veteran’s Day, beginning Friday, November 8, at 1700. The work throughout the weekend involved the generator power

34

Board Report

Page 3 of 3

to City Hall, and testing the switching between primary power and generator power. Staff returned to the city hall location on Monday evening, November 11. An After Actions Review was conducted with NORCOM staff to determine if there were any lessons-learned that could be used in future relocations. The review determined that the transition to and from Redmond went very well, with no reported issues and in fact, the conclusion was that the project coordination was flawless. Kudos were sent to the City of Bellevue Facilities and Project Management team responsible for the project.

35

Board Report

Page 1 of 7

MEMORANDUM


From: Sheryl Mullen, Professional Standards & Development Manager


Re: Staff Update

1. Activity Since Last Report

• Continued transition of Operations Manager responsibilities to Deputy Director. • Attended KC E911 Training Coordinator Forum 11/14/2013. The purpose of the meeting

was to address concerns of Telecommunicators related to texting to 911 and how we might be able to respond to those concerns through training.

• Attended High Risk Environments and the Just Culture training. This was funded through King County EMS and included personnel from Valley Communications Center. NORCOM is in the planning stages to provide a more comprehensive training in first half of 2014.

• Bellevue Police Department CALEA Accreditation Tour – I facilitated this short tour to highlight our agency and respond to questions from the Assessor. Team Supervisor Cory James and Telecommunicator Nick Curry demonstrated when asked.

• Outbound Notification Systems (Reverse 911) – Attended meeting with City of Bellevue utilities and emergency management personnel to discuss use of Reverse 911 for water contamination information distribution. NORCOM will be considering new programs and possible regional or county shared programs as part of the 2015 budget process.

• Working on development of Continuity of Operations Plan - NORCOM’s Continuity of Operations plan was created in advance of go live. It is more of an evacuation plan than a continuity of operations for all business units within NORCOM. I will be working to understand and develop (with involvement from all NORCOM business units) a plan for NORCOM.

i. Completion of several FEMA courses needed to obtain knowledge of COOP elements in preparation for working on NORCOM’s plan.

ii. Attended Bellevue EOC Forms & Processes Training in anticipation of involvement with Emergency Operations Center as needed.

iii. Toured City of Bellevue Generator area in preparation for planned work to be completed Nov 8-12 (NORCOM will be operating out of the satellite center in Redmond).

36

Board Report

Page 2 of 7

iv. Preliminary meeting being set up between City of Bellevue & NORCOM personnel to discuss possible additions to the mobile command post in support of call receiving and police/fire dispatching.

• Recognition Committee - The recognition committee is reviewing existing SOP related to recognition and coordinating appreciation activities throughout the year. Currently reviewing SOP and developing new recognition concepts.

• Performance Metrics – I am reviewing existing performance metrics for our agency as well as standardizing some of the methods for gathering data. These include call for service numbers (not budget related), call processing times, call to dispatch times, etc.

i. Attended meetings related to King County Emergency Medical Performance Standards. These are standards NORCOM agrees to maintain in order to receive levy money from King County EMS. Most recent meeting was November 6th (King County Emergency Medical Services Dispatch Review Committee).

• Participated in preliminary interviews for Telecommunicators to provide input into the hiring of new personnel.

• Attended meeting of Washington APCO-NENA Certification Task Force. The purpose of this group is to work to develop a recommended process for state wide certification of Telecommunicators. The public expects a standard of care whether they are in urban King County or a rural county elsewhere in the state. Statewide standards and certification would ensure that Telecommunicators in all agencies have a baseline of knowledge based on APCO minimum training standards for Telecommunicators. The State of Washington currently has a voluntary program and we are working to develop a mandatory program with funding support through the state.

• Met with Ziggy Dahl (State 911 Office) as a means of introduction and to explore Telecommunicator Certification and possible funding sources.

• Preparation for CALEA Accreditation process. I am continuing to review the process for NORCOM to seek CALEA accreditation and will include needed funds in the 2015 budget process. Until then, SOPs will be reviewed for maintained compliance.

2. Upcoming Activities

• Meeting with City of Bellevue related to Command Vehicle and feasibility for backup operations (not yet scheduled)

• Meeting with City of Bellevue facility personnel to be scheduled in early 2014 to review processes.

• SMART 911 – No change - Technology not yet implemented at NORCOM. This program was purchased by King County E911 and was launched on September 11, 2012. Not all PSAPs in

37

Board Report

Page 3 of 7

King County have the technology to view SMART911 profiles. NORCOM is one of those agencies. The delay in implementation at NORCOM is related to an antivirus conflict within the phone system and work is ongoing to resolve that. NORCOM has drafted SOP updates which will provide guidance to employees once the system is installed and available in NORCOM’s dispatch area. Training will be done near to the date the system is available.

3. Highlights • Bake Sale at Joint Operations Board Meeting on November 21 – The bake sale brought in

$118 for our Thanksgiving families. Thanks to those who donated. • 5 year service coins arrived and will start being presented at December Governing Board

meeting.

• Employees of the Quarter (3rd/2013) selected and recognized at Joint Operations Board meeting:

i. Supervisor Roky Louie ii. Telecommunicator Stacy Montemayor

iii. ITS Member Greg Shelton

38

Board Report

Page 4 of 7

• Photo Board is hung in the hallway of NORCOM. It includes names and pictures of all NORCOM team members as well as banners recognizing employees of the year and quarter. Additional lighting was added to the hallway to brighten it and highlight this wall.

• Patch Board is completed and is hung in the hallway of NORCOM. All agencies are represented (missing Snoq Pass Fire) along with service area maps. Please check it out next time you visit NORCOM. Thank you to ALL agencies for providing us with your patch for our board. If you are still in need of a NORCOM patch, please let me know.

39

Board Report

Page 5 of 7

NORCOM in the NEWS KING 5 visited NORCOM following the release of the Sandy Hook Shooting audio recordings to talk about how the calls can be used for training. Team Supervisor Amanda Kolling was interviewed on camera. Audio of the story: http://www.king5.com/news/local/Local-dispatchers-react-to-Sandy-Hook-911-calls-234548941.html

40

http://www.king5.com/news/local/Local-dispatchers-react-to-Sandy-Hook-911-calls-234548941.html

http://www.king5.com/news/local/Local-dispatchers-react-to-Sandy-Hook-911-calls-234548941.html

Board Report

Page 6 of 7

The Kirkland Reporter reported on a successful CPR incident. Call Taker Megan Hestir.

41

Board Report

Page 7 of 7

NORCOM is ready for the holidays with stockings down the hall (THANK YOU to Marla Smithhisler for the sparkly names on the tops of each one) and a festive tree in the communications center. We have again adopted a family to provide Christmas for and elves are busy at work making dreams come true!

HAPPY HOLIDAYS, EVERYONE!

42

Performance Measurement Data – November 30, 2013 Prepared by: Sheryl Mullen, Professional Standards & Development Manager

[email protected] 425-577-5676

NORCOM Performance Measurement Data

November 30, 2013

The following performance data is included with this report:

Training by Position

Training by Number of Positions

Training & Vacancies

911 Call Answer Standards

2013 Answer Time, Process Time, Agent Occupancy Rate

CAD Calls by Year

Fire CAD Incidents to Date AND Call to Dispatch Times

Police CAD Incidents to Date AND Call to Dispatch Times

43

mailto:[email protected]



TRAINING UPDATE

44

8

4 4

Number & Percent of Telecommunicators Trained on Number of Positions

Fully Trained on All Positions (73%)

Trained on 2 Positions (13%)

Trained on 1 Position (7%)

Trained on 0 Positions- Call Receiving Training (7%)

44

7

1 4 4

Number of Telecommunicators November 30, 2013

Released as Call Receiver, Police & Fire Dispatcher (fully trained)

Released as Call Receiver & Police Dispatcher

Released as Call Receiver & Fire Dispatcher

Trained as Call Receiver Only

Training - Not released to work a position

44




NORCOM - Training Status and Vacant Positions

Authorized number of FTEs is now 60. NORCOM has been continuing to work to hire and train new employees in call receiving (academy is in aqua, one-on-one call receiving training is in purple, and released to work as a call receiver is in green). As they move to radio positions, you will see them change to being released in 2 positions (red) or fully trained (dark blue). Vacancies are shown as the orange part of the chart.

36

36

37

37

38

36 38

38

38

37

38

38

39

37

38

36

35

35 38

41

42

41.5

41

.5

41

41

40

40

37

37

38

38 42

43

45

44

4 4 3 4 4 4 2 2 4 4 4 2 3 6

8 9 9 10 6 3 2.5 3 3 3 4 6 7 6 6

8 9 6 5 4 8

7 8 7 6 10

10 12 12 11 10 11 11 10 7 4

2 6 9 9.5 9.5 9 7 7 10 8 6 4

4 10 7 7 7 7 6

4

4 4 6 5 0 5 2 2

8 5 3

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0 3 0 0 0 0 7 2 2 0 0

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10 10 0 0 0

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16 12 14 15 15

10 11 11 11 14 16 19 20 12 12

15 16 16 10.5 11.5 11.5 13.5 15.5 16 5 6 7

11 10 10 0 0 0 0 0

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Fully Trained Trained on 2 Positions Trained on 1 Position

In Call Receiving Training In Call Receiving Academy Vacant

Authorized Staffing

45




King County 911 Call Answering Standard

Standard: 90% of 9-1-1 telephone calls will be answered within 10 seconds or less during each hour of a calendar quarter. This graph represents the % of incoming 911 calls that were answered within the 10 second threshold for each quarter.

Monthly 911 Calls 792 Most 911 Calls received in a day (November 2, 2013) 273 Fewest 911 Calls received in a day (November 17, 2013)

421 Average Number of 911 Calls received per day in November 2013

879 Average Number of all calls per day in November 2013 (Includes 911 calls) 12,626 Total number of 911 calls received in November 2013 26,367 Total number of all calls received in November 2013 (Includes 911 calls)

99.17% 98.99% 98.28%

97.54%

84.00%

86.00%

88.00%

90.00%

92.00%

94.00%

96.00%

98.00%

100.00%

Quarter 1 Quarter 2 Quarter 3 Quarter 4

2011

2012

2013

Standard (90%)

46




2013 Answer Time, Process Time, Agent Occupancy Rate

AVG 911 Answer Time

AVG 911 Process Time (mins)

Total 911 Process Time (mins) Agent Occupancy Rate

JANUARY 0:00:04 0:02:20 466:18:59 62.68% FEBRUARY 0:00:04 0:02:20 423:15:00 62.98% MARCH 0:00:04 0:02:15 443:43:29 59.64% APRIL 0:00:04 0:02:25 482:10:14 66.97% MAY 0:00:04 0:02:27 540:43:12 72.68% JUNE 0:00:04 0:02:25 545:29:13 75.76% JULY 0:00:04 0:02:13 542:21:13 72.90% AUGUST 0:00:04 0:02:13 479:00:26 64.38% SEPTEMBER 0:00:04 0:02:17 472:23:40 65.61% OCTOBER 0:00:04 0:02:21 481:56:33 64.78% NOVEMBER 0:00:04 0:02:15 421:33:37 59.38% DECEMBER Totals 0:02:19 5298:55:36 66.16% Average 911 Answer Time: time it took in seconds from the moment the call is presented to the PBX for queuing until the call was picked up by the Call Receiver (King County 911 assumes a 3 second window before NORCOM can physically answer the call)

Average 911 Process Time: time in seconds from the moment the ANI is detected and the query for ALI begins to the moment the CR hangs up (including answer time, call taker answer time, hold time, and talk time.

Total 911 Process Time: sum in seconds of total 911 process time Agent Occupancy Rate: percent of time in month when call receivers were physically processing 911 calls (does not include 7 digit emergency, business, or outgoing calls)

47




2013 NORCOM Phone Actions Calls Dispatched & Field

Actions **

911 Calls

911 Answer %

7 digit EMER

Secondary Queue

Business

Fire Calls DPd

PD Calls

Traffic Stops

Officer Initiated Incidents

January 11985 99.06% 6322 2734 1803 5067 7279 4008 257 February 10838 99.11% 5805 2449 1556 3995 6692 3584 211 March 11794 99.19% 6230 2625 1682 4586 7210 3541 194 April 11929 99.44% 6094 2630 1685 3846 7284 3206 251 May 13171 99.06% 7085 2958 1757 4882 7957 3037 218 June 13511 98.47% 7250 3024 1734 4776 8045 3156 236 July 14667 98.83% 8099 3344 1808 5137 6606 3180 274 August 12889 97.72% 7437 2886 1603 5142 6393 3064 236 September 12409 98.89% 7460 2677 1564 4788 6044 2351 179 October 12303 98.39% 7098 2588 1643 4707 7708 2848 220 November 12626 96.67% 6315 2188 1550 4252 4466 2538 174 December Totals 138122 98.62% 75195 30103 18385 51178 75684 34513 2450 112647

911 Calls = Landline, Wireless, & VoIP Calls on 911 911 Answer % = % of hours 911 calls were answered 90% of the time within 10 seconds 7 digit EMER = 425-577-5656 (alarm companies, transfers from agency phones, public safety agencies) Secondary Queue = Calls have come in as 911 or 7 digit EMER, been screened, determined to be non-emergency, and transferred to the secondary queue Business = 425-577-5600 (officers, family members, etc)

Fire Calls DPd = Priority 0-5 calls with a unit assigned PD Calls = All calls in CAD with unit assigned excluding TS & Officer Initiated Traffic Stops - field initiated, included NORCOM involvement

Officer Initiated = Traffic Stops via MDC (not called out & no NORCOM action needed) and all other field initiated calls

** Test calls, cancelled calls, and calls with no unit dispatched are not reflected (not billable calls for service)

48




CAD Calls by Year Updated 11/30/2013

2010 2011 2012

Total Calls (3 years)

3 Year Average of Police

Calls

3 Year Average of

All Calls (P/F)

2013 To Date

2013 % of police calls to

date Bellevue PD 64425 73673 54113 192211 45.96% 32.87% 48389 42.61% Clyde Hill PD 3073 2880 2829 8782 2.10% 1.50% 2488 2.19% Kirkland PD 44863 62925 63787 171575 41.03% 29.34% 49070 43.21% Medina PD 2434 2034 3670 8138 1.95% 1.39% 3760 3.31% Mercer Island PD 11705 13035 12745 37485 8.96% 6.41% 9857 8.68% Police Totals ** 126500 154547 137144 418191 100.00% 71.50% 113564 100.00% ** Police Calls include only calls with a unit dispatched on them

2010 2011 2012

Total Calls (3 years)

3 Year Average of Fire Calls

3 Year Average of All Calls (P/F)

2013 To Date

2013 % of fire calls to date

Bellevue Fire 13141 12652 13357 39150 23.49% 6.69% 12208 23.60% Bothell Fire 4456 4243 4513 13212 7.93% 2.26% 4279 8.27% Duvall Fire 801 739 776 2316 1.39% 0.40% 685 1.32% Eastside Fire 7943 7661 8127 23731 14.24% 4.06% 7481 14.46% Fall City Fire 480 416 505 1401 0.84% 0.24% 420 0.81% Kirkland Fire 6323 6510 6998 19831 11.90% 3.39% 6223 12.03% Mercer Island Fire 2242 2120 2153 6515 3.91% 1.11% 1889 3.65% Northshore Fire 2866 2514 2802 8182 4.91% 1.40% 2539 4.91% Redmond Fire 6598 6150 6342 19090 11.45% 3.26% 5709 11.04% Shoreline Fire 6730 6355 6769 19854 11.91% 3.39% 6225 12.04% Skykomish Fire 323 280 295 898 0.54% 0.15% 229 0.44% Snoqualmie Pass Fire 236 278 311 825 0.50% 0.14% 281 0.54% Snoqualmie Fire 801 778 802 2381 1.43% 0.41% 832 1.61% Woodinville Fire 3285 3019 2963 9267 5.56% 1.58% 2721 5.26% Fire Totals ** 56225 53715 56713 166653 100.00% 28.50% 51721 100.00% ** Fire Calls include only calls with a unit dispatched on them This chart includes all calls entered into the CAD system with a unit dispatched on them (NOT calls for service by budget definition)

49




NORCOM Fire/EMS Call Received to Call Dispatch Statistics & Incident Counts

This report includes all priority 0, 1, 2, 3, and 4 fire/EMS incidents with a unit dispatched on them. Data is gathered based on the time the call is picked up to the time a unit is dispatched on the incident.

% of Fire/EMS Calls under 60 Seconds Call Received to Call Dispatched (Goal = 90%)

# of calls in November (Priority 0-4) = 4236

J F M A M J J A S O N D 2012 85% 86% 85% 83% 83% 87% 86% 86% 87% 84% 87% 88% 2013 88% 87% 88% 87% 87% 86% 87% 88% 88% 87% 88%

% of Fire/EMS Calls under 90 Seconds Call Received to Call Dispatched (Goal = 99%)

J F M A M J J A S O N D 2012 94% 95% 95% 93% 94% 96% 95% 95% 96% 94% 97% 96% 2013 96% 95% 96% 96% 95% 95% 95% 96% 96% 95% 96%

78% 80% 82% 84% 86% 88% 90% 92%

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

GOAL

2012

2013

90%

92%

94%

96%

98%

100%


GOAL

2012

2013

50




NORCOM Police Call Received to Call Dispatch Statistics & Call Counts

This report includes all calls with a unit dispatched on them with the exception of officer initiated (mobile) and radio initiated calls. Those incidents have been pulled from the reporting numbers because they do not accurately reflect call received to call dispatch times. In most cases, the unit was immediately dispatched on the incident (traffic incidents, on-views, etc).

Average Call to Dispatch Times (MM:SS) for Police P1 and P2 incidents (Goal = 60 Seconds)

All Police priority 1 and 2 calls are screened through NORCOMs Quality Assurance process. In addition, all calls over the 60 second threshold are reviewed to determine the circumstances which contributed to the apparent delay.

13 Incidents

J F M A M J J A S O N D 2011 1:22 1:26 1:28 1:33 :59 1:08 1:09 1:10 :59 1:27 1:11 :54 2012 :54 1:05 :58 1:05 1:05 1:08 1:12 1:05 :54 :55 :57 1:03 2013 1:00 :52 : 57 1:05 1:06 :53 :42 :51 :58 :60 :59

00:00

00:17

00:35

00:52

01:09

01:26

01:44


Goal

2011

2012

2013

51




Average Call to Dispatch Times (MM:SS) for Police P3 Incidents (Goal – 3 Mins)

Dispatch times on priority 3 police calls are frequently dependant on field units being available for dispatch. Calls of this type include traffic accidents, alarms, etc. Priority 3 calls are held until sufficient information is documented in the call to provide basic response information to field units. NORCOM continues to meet this performance standard.

1692 Incidents

J F M A M J J A S O N D 2011 1:57 2:02 2:00 1:51 1:47 1:57 1:47 1:55 1:55 2:32 1:33 1:44 2012 1:43 1:17 2:05 2:06 2:21 2:06 2:05 2:13 1:57 2:05 2:00 2:08 2013 2:09 1:55 1:50 2:00 1:53 2:10 1:51 1:51 2:16 1:54 2:05

00:00

00:43

01:26

02:10

02:53

03:36


GOAL

2011

2012

2013

52




Average Call to Dispatch Times (MM:SS) for Police P4 and P5 Incidents (Goal 60 Mins)

NORCOM is easily meeting the expectation of non-emergency calls being dispatched in 60 minutes or less from the time of the call.

2562 Incidents

J F M A M J J A S O N D 2011 15:12 14:26 16:18 13:52 14:32 16:07 16:50 17:41 17:40 22:47 14:44 16:53 2012 17:33 10:17 26:36 29:19 27:44 22:28 23:27 23:05 27:52 24:56 24:05 20:31 2013 25:33 17:40 16:54 17:24 18:54 18:41 18:21 16:47 18:37 17:58 18:42

00:00

07:12

14:24

21:36

28:48

36:00

43:12

50:24

57:36


GOAL

2011

2012

2013

53


Governing Board

Human Resources Report Page 1 of 7


From: Susan Beisheim, HR Manager

Date: Current as of 12/04/2013

Subject: Staff Update

1. Current/Ongoing Events

• Recruitment I. Telecommunicator – continuous

14 applicants actively moving through selection process 1 applicant ready for Final Interview 5 applicants scheduled for psychological evaluation 12/5/2013

II. IT Director – Final Filing Date was 11/15/2013 50 resumes received Resume screening on 12/05/2013

III. Team Supervisor – Final Filing Date was 11/5/2013 2 resumes received Interviews to be scheduled for January 2014

• Initial testing – Telecommunicators

I. A combination of 206 tests have been administered to date; 6 additional tests are currently scheduled

• Investigations

I. 1 active investigation regarding alleged bullying; coordinating with outside investigator; additional interviews have been scheduled for 12/10/13

• Coaching – Supervisors

I. Continuing to coordinate the efforts of two coaches (one local/one remote) to provide specific supervisory skills and address areas of deficiency for one employee. Working with the Deputy Director and the coaches to develop strategies for measuring progress and identifying potential outcomes.

• Evaluation tracking/reviewing/step increases

I. Reviewed November performance evaluations for accuracy, consistency; proof all evaluations for language, grammar, spelling, delivery

II. Continue to update spreadsheet to track evaluation process: evaluations due, overdue, and completed

III. Track all November step increases due, prepare and process all Personnel Action Forms to ensure increases happen in a timely manner

• SOP modifications

I. SOP 02-005 Disciplinary and Grievance Processes – continuing to work with the Labor/Management group

II. SOP 02-036 Workplace Bullying – has been finalized; will distribute in December

• Personnel management I. Approximately 20 -25% of time is spent addressing personnel issues, questions,

and/or concerns via email, telephone, and in person

54

Governing Board


2. Activity Since Last Report • Recruitment

I. Telecommunicator recruitment – on going 1. 289 applications in GovJobsToday (GJT) online application tracking

II. IT Director – on going 1. 50 resumes received, reviewed and categorized. Position closed on

November 15, 2013. a. Initial screening scheduled for 12/5/13. b. Initial interview date pending availability of the raters c. Hiring Panels will be scheduled to interview candidates. Planned

hiring panels include NORCOM IT Stakeholders (NORCOM Tech Committee members); NORCOM IT Staff; Fire Stakeholder Group, Police Stakeholder Group, and NORCOM Management.

• Investigation I. Continuing coordination with outside investigator; no new investigations

• Protected Leave management

I. Three new FMLA certifications and designation notices completed II. Coordination of military leave and training plan

3. Upcoming Activities

I. Open Recruitment Night – December 16th from 3:30 to 6:00 pm II. Telecommunicator testing – transitioning to Public Safety Testing for applications,

testing and some portions of backgrounding – preparations continue; scheduled for December, 2013

III. Safety Committee quarterly meeting

4. Highlights I. Remain fully staffed (Telecommunicators) since July 22, 2013 II. Health and Wellness Committee launched winter challenge – Ski, Sled, Skate

III. Thanksgiving Families 1. The Activities Committee sponsored a food drive for two families in the

NORCOM dispatch area: 1 family has two parents and two children; 1 family has a Mom and two children. Championed by Telecommunicator Melissa Vieth, NORCOM donated enough food and baked goods for each family to have a wonderful Thanksgiving. Each family also received gift cards to Fred Meyers and Safeway.

Here is the collection of food, minus the turkeys!

55

Governing Board


5. HR Metrics: I. Staffing, Retention, and Turnover

1. Telecommunicator a. Telecommunicator Recruitment re-opened the last week of July. b. 14 applicants are successfully moving through the process

SUMMARY OF AUTHORIZED TELECOMMUNICATORS

Telecommunicator Authorized FTE's vs. Actual FTE's Year Average Headcount Authorized FTE's % of Authorized FTE's 2009 55.66 66 84.34% 2010 58.16 69 84.29% 2011 59 72 81.94% 2012 58.39 72 (Jan-Mar)→ 70 (Apr-Dec) 81.09% → 83.41% 2013 58.36 60 97.26%

Overall Average 57.914 N/A 85.38%

0

10

20

30

40

50

60

70

80

90

Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13

11 11 11 11 11 11 11 11 11 11 11 3 2 2 6 6 6 6 5 5 5 5 6 8 7 8 8 8 8 9 9 9 9

60 59 58 54 55 55 60 61 60 60 60

RETENTION REPORT 2013

Department Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Down

Administration (Authorized 11 FTE's)

11 11 11 11 11 11 11 11 11 11 11 0

Supervisors (Authorized 6 FTE's)

3 2 2 6 6 6 6 5 5 5 5 1

Technology (Authorized 9 FTE's)

6 8 7 8 8 8 8 9 9 9 9 0

Telecommunicator (*Authorized 60FTE's) 60 59 58 54 55 55 60 61 60 60 60 0

56

Governing Board


TURNOVER STATISTICS: * Includes Employees who were promoted as well as department transfers

Telecommunicator Workgroup

Calculating the Average Turnover Rate Year

2009 2010 2011 2012 2013

A total number of employees at the highest staffing level for that year 62 70 65 60 61

B Number of new hires that failed to complete the probationary period 5 11 17 4 2

C Number of experienced employees who left for any reason 4 18 4 10 7

D Turnover Rate (Turnover= B + C / A) 14.52% 41.43% 32.31% 23.33% 14.75%

E Retention Rate (Retention = 1-Turnover) x 100 85.48% 58.57% 67.69% 76.67% 85.25%

Telecommunicator-Monthly Turnover Rate Calculating the Average Turnover Rate November

2013 A Total number of employees at the highest staffing level for that month 60 B Number of new hires that failed to complete the probationary period 0 C Number of experienced employees who left for any reason 1 D Turnover Rate (Turnover = B + C/A) 1.6% E Retention Rate (Retention = 1- Turnover) x 100 98.4%

Telecommunicator Monthly Breakdowns Month # of VQ/Termed Monthly Staffing Levels Monthly Turnover Rate

Jan-13 1 60 1.67% Feb-13 1 59 1.69% Mar-13 1 58 1.72% Apr-13 4 54 7.40%

May-13 0 55 0.00% Jun-13 0 55 0.00% Jul-13 1 60 1.60%

Aug-13 0 61 0.00% Sep-13 1 60 1.66% Oct-13 0 60 0.00% Nov-13 1 60 1.60% Dec-13

TOTAL # of TC's Exited Org. 10 57

Governing Board


Highest Staffing Level in 2013 61.0 2013 Annual Turnover Rate 16.39% 2012 Annual Turnover Rate 23.33%

II. Hiring & Testing 1. During 2013 we hired or promoted for the following vacancies:

Position Vacancy Number Hired

Members of Technical Staff 4 Temps- 2 Currently on Assignment Team Supervisor 4 Telecommunicators (CRA13) 14 Training Coordinator 1 Executive Assistant (title change) 1 Member of IT-Telephony 1

III. Exit Interview Data

Exit Interview Data Reason for Leaving 2009 2010 2011 2012 2013 *Pursue School 1 1 1 1 *Pursue Another Field 0 4 1 2 2 *Pursue Another Communications Center 2 1 1 1

2

*Working Conditions 1 1 0 2 *Stay at Home 0 1 1 2 *Moving 0 6 0 3 *Retired 0 0 0 2 1 *Family/Personal 0 1 1 1 Voluntary Quits 4 18 5 19 5 Terminations 5 11 17 4 Discontinuation of Training

2

Promotions 0 0 0 3 3

IV. Personal Allegations

2013 Personnel Allegations

Allegation Number Unfounded Exonerated Sustained Disposition Pending

Violation of Rules & Regulations 5 5

Unsatisfactory Job Performance 6 6

Total 11 11

Details: Rules and Regulations:

• Written – Personal Phone Calls • Suspension –ACCESS Violation • Verbal – Tardiness • Suspension – Conduct • Counseling - Tardiness

58

Governing Board


• Job Performance: • Counseling – Interactions with trainees • Verbal – Attention to detail; responder safety • Suspension – Inattention to duty • Verbal – Responder Safety/PIP for Responder Safety • Counseling – Addressing • Counseling– Dispatch Guidelines

V. Staffing Plan

The purpose of the staffing plan is to ensure NORCOM has sufficient staff with the right skills and experience to keep workflow moving forward. Role Requirements: The following is a detailed breakdown of the roles required to optimize workflow.

2013

Position Business Unit

Estimated Start Date

Authorized FTE's

(60 +2)

# to Fill

Information Technology Director

Technology December 2013 1 1

MTS Technology November 2013 9 1 Team Supervisor Operations January 2014 6 1 Telecommunicator 1 Operations November 4, 2013 60+2 1 Telecommunicator 2 Operations December 2013 60+2 1 Telecommunicator 3 Operations December 2013 60+2 1 Telecommunicator 4 Operations December 2013 60+2 1 Total projection for 2013 Operations 4 Explanation:

• Information Technology Director: offsets the Interim Technology Director position • MTS: offsets the current temporary MTS position • Team Supervisor position 1: offsets for one Team Supervisor who has returned to the floor • Telecommunicator position 1: offsets the loss of one Telecommunicator to anticipated promotion • Telecommunicator position 2: offsets for one Telecommunicator who is anticipated to leave • Telecommunicator position 3 and 4: calls for two additional staff authorized over hire

2014 Position Business Unit

Estimated Start

Date Authorized FTE's

(60 +2) # to Fill

Telecommunicator 1 Operations March 2014 60+2 1 Telecommunicator 2 Operations June 2014 60+2 1 Telecommunicator 3 Operations September 2014 60+2 1 Telecommunicator 4 Operations December 2014 60+2 1 Total projection 2014 Operations 4 59

Governing Board


DISCUSSION ITEMS: N/A Should you have questions or suggestions, please contact me at phone 425-577-5674, or email [email protected].

60

Board Report Page 1 of 2

MEMORANDUM


From: Gwen Pilo, Finance Manager

Date: Current as of December 4, 2013

Re: Staff Update

1. Current/Ongoing Events • 2012 State Audit – The State Auditor’s Office has a back log of work and NORCOM’s audit

has been delayed until December or January. • Equipment Replacement Analysis – At the completion of this project a new replacement

schedule will be developed and presented as part of the 2015 Budget Process. • Recognition Cross Team – The Recognition Cross Team is in the process of reviewing SOP

#01-021 Employee Recognition Program that was adopted in June of 2009. The intent is to determine if changes need to be made to the SOP to improve the Recognition program. Many good ideas have been offered and are being socialized within NORCOM to solicit comments from employees.

• Requests for Proposals –At this time, NORCOM has three RFP’s in various stages of the process. See “Activity Since Last Report” section for the details of each.

o Rate Study / User Fee Policy Review and Analysis o Workload and Capacity Analysis o Fire Mobile-CAD Solution

• 2014 Budget – Preparation of the 2014 Budget Document is almost complete. This document will be presented for adoption at the December Governing Board meeting. Section 12c of the NORCOM ILA, requires that “Upon approval by the legislative authorities of each Principal and Subscriber of their respective allocation for NORCOM’s budget and upon verification of such approval to NORCOM, the Governing Board shall adopt its final budget for the following year.” Since most agencies adopt their budgets in November and early December NORCOM’s budget approval occurs in December.

61

Board Report Page 2 of 2

2. Activity Since Last Report • Requests for Proposals

o Rate Study / User Fee Policy Review and Analysis – Closed 10/28/2013, 7 responses were received. The Finance Committee is providing a recommendation for contract award at the December Governing Board meeting.

O Workload and Capacity Analysis – Awarded to ADCOMM Engineering Company. o Fire Mobile-CAD Solution – Posted November 4, 2013. Per RCW 39.04.270, the RFP

will be open for 13 days (November 18, 2013). Sponsored by Fire Stakeholders Group. The Fire Stakeholder Group will serve as the Selection Advisory Committee to review all RFPs and make a recommendation to the Executive Director. The Governing Board will have final approval authority.

• Cost Analysis Projection Tool o The Cost Analysis Projection tool will be updated frequently and used to project and

monitor our progress over a six year planning horizon. Finance is working with the Project Manager to determine the most efficient way to provide the updates and report out on progress that is made.

3. Upcoming Activities • 2014 Budget Adoption will occur at the December Governing Board meeting. All agencies

have provided their Financial Participation Notification. Thank you for your prompt responses to this requirement.

• 2014 Invoices will be emailed soon to each agencies financial contact for Police or Fire. This is a change from previous years when it was sent to several contacts within each agency. The previous practice proved to be inefficient. It is our hope this method of delivery will be more efficient and easier for our agencies to track the payment. Invoiced assessments are due January 31, 2014.

4. Highlights • Training is being prepared to train managers how to use the Springbrook financial

system for the 2015 budgeting process. This is very exciting as it will allow managers to input their budget information and attach documentation directly into the software system. This will eliminate the need of manually entering 6 separate spreadsheets into a single spreadsheet, and will provide wider access to budgetary information in future years.

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North East King County Regional Public Safety Communications Agency PO Box 50911 • Bellevue, WA 98015-0911 • phone 425-577-5700 • FAX 425-577-5701

www.norcom.org


From: Gwen Pilo, Finance Manager


Subject: Financial Summary for Period Ending November 30, 2013

� November 2013 Financial Report – Attached

Operating Fund – Expenditures are 7% below the year-to-date target of 92%. Much of this under-expenditure is due to the New World SSMA payment that has not been made this year.

Capital Project Fund - $775,812 has been spent to date for legal and project management services to support the ICRM program.

Equipment Replacement Fund – Of the $770,000 that was budgeted this year $656,000 was for Radio Consoles. King County currently has and RFP out for replacement of the county wide radio system and NORCOM decided to wait for that process to be complete and requirements to be identified before we replace our equipment.

E 9-1-1 Escrow Account – Transfers Out are budgeted but only made from this account when it is required for cash flow purposes. Currently, of the $1,593,021 budgeted to be transferred, $810,502 is for Operations and $782,519 is for Capital Projects.

� 2013 Estimated Ending Fund Balance Operating Ending Fund Balance has been estimated at:

Salaries & Benefits $225,000 Operations $180,000 NWS SSMA $445,000

Capital Projects Ending Fund Balance has been estimated at: Legal Services $189,000 Project Management $209,000

Once numbers are finalized after the close of the year, the finance committee will make a recommendation for a budget adjustment to the Governing Board.

Should you have questions or suggestions, please contact me at phone 425-577-5673, or email [email protected].

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for Period Ending November 30, 2013

Amended Budget Actual*

% Collected/

Spent Amended Budget Actual*

% Collected/

Spent501 Operating Fund 504 Operating Expense Reserve

2013 Beginning Fund Balance 205$ 205$ 2013 Beginning Fund Balance 111,032$ 111,032$ Operating Revenue 9,790,770 9,734,049 99.42%Non-Operating Revenue 31,419 24,422 77.73% Investment Interest - 1,511 Transfers In 1,437,255 626,753 43.61% Transfers In - -

Revenue Collected 11,259,444 10,385,223 92.24% Revenue Collected - 1,511 Total Resources 11,259,649 10,385,428 Total Resources 111,032 112,543

Expenditures 10,740,449 9,131,812 85.02% Expenditures - - Transfers Out 519,200 519,200 100.00% Transfers Out - -

Total Expenditures 11,259,649 9,651,012 85.71% 92% Total Expenditures - - Available Fund Balance - 734,416 Available Fund Balance 111,032 112,543

502 Capital Projects Fund 505 E-911 Escrow Trust2013 Beginning Fund Balance 851,068$ 851,068$ 2013 Beginning Fund Balance 1,284,362$ 1,284,362$

Investment Interest - 565 Operating Revenue 1,330,835 1,291,445 97.04%Transfers In 1,476,819 694,300 47.01% Investment Interest - 11,526

Revenue Collected 1,476,819 694,865 47.05% Revenue Collected 1,330,835 1,302,971 97.91%Total Resources 2,327,887 1,545,933 Total Resources 2,615,197 2,587,333

Expenditures 2,327,887 775,812 33.33% Expenditures - - Transfers Out - - Transfers Out 2,499,977 906,956 36.28%

Total Expenditures 2,327,887 775,812 33.33% Total Expenditures 2,499,977 906,956 36.28%Available Fund Balance - 770,121 Available Fund Balance 115,220 1,680,378

503 Equipment Replacement Reserve 506 Rate Stabilization Reserve2013 Beginning Fund Balance 1,024,291$ 1,024,291$ 2013 Beginning Fund Balance 760,000$ 760,000$

Investment Interest 4,800 4,452 92.76% Investment Interest - 1,000 Transfers In 445,000 445,000 100.00% Transfers In 280,203 280,203 100.00%

Revenue Collected 449,800 449,452 99.92% Revenue Collected 280,203 281,203 Total Resources 1,474,091 1,473,743 Total Resources 1,040,203 1,041,203

Expenditures 770,924 76,560 9.93% Expenditures - - Transfers Out - - Transfers Out 620,100 620,100 100.00%

Total Expenditures 770,924 76,560 9.93% Total Expenditures 620,100 620,100 100.00%Available Fund Balance 703,167 1,397,184 Available Fund Balance 420,103 421,103

*Includes Encumbrances

NORCOM Financial Summary

Target % of Budget for Period End

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Fund Description Budget Period Amt End Bal Uncollected % Collected501 Operating Fund

E-911-Reimbursements -$ -$ 5,005.25$ (5,005.25)$ 0.00%KC EMS Performance Standards 170,600.00$ 32,041.45$ 107,293.84$ 63,306.16$ 62.89%COBRA Payroll Tax Credit -$ -$ -$ -$ 0.00%Public Records Request Revenue -$ 180.00$ 1,579.60$ (1,579.60)$ 0.00%Principal Agency Revenue 9,035,245.00$ -$ 9,035,245.00$ -$ 100.00%Subscriber Agency Revenue 545,114.00$ -$ 545,114.00$ -$ 100.00%Subscriber Agency Fees 39,811.00$ -$ 39,811.00$ -$ 100.00%Operating Revenue 9,790,770.00$ 32,221.45$ 9,734,048.69$ 56,721.31$ 99.42%

Investment Interest -$ -$ -$ -$ 0.00%Gains/Losses on Investments -$ -$ -$ -$ 0.00%Other Interest -$ -$ -$ -$ 0.00%Investment Revenue -$ -$ -$ -$ 0.00%

Contributions & Donations -$ -$ 41.00$ (41.00)$ 0.00%Sale of Other Assets -$ -$ 200.00$ (200.00)$ 0.00%Late Fees -$ -$ -$ -$ 0.00%Other Reimbursements -$ 2,017.65$ 5,085.29$ (5,085.29)$ 0.00%Parking Reimbursements 31,419.00$ 780.40$ 18,752.49$ 12,666.51$ 59.69%Agency Reimbursements -$ -$ 343.33$ (343.33)$ 0.00%Gain/Loss Sale Capital Assets -$ -$ -$ -$ 0.00%Capital Contributions -$ -$ -$ -$ 0.00%Non-Operating Revenue 31,419.00$ 2,798.05$ 24,422.11$ 6,996.89$ 77.73%

Transfers In 1,437,255.00$ -$ 626,752.62$ 810,502.38$ 43.61%Fund Transfers 1,437,255.00$ -$ 626,752.62$ 810,502.38$ 43.61%

501 Operating Fund 11,259,444.00$ 35,019.50$ 10,385,223.42$ 874,220.58$ 92.24%

502 Capital Projects FundPrincipal Agency Revenue -$ -$ -$ -$ 0.00%Operating Revenue -$ -$ -$ -$ 0.00%

Investment Interest -$ -$ 564.89$ (564.89)$ 0.00%Capital Contributions -$ -$ -$ -$ 0.00%Investment Revenue -$ -$ 564.89$ (564.89)$ 0.00%

Transfers In 1,476,819.00$ -$ 694,300.00$ 782,519.00$ 47.01%Fund Transfers 1,476,819.00$ -$ 694,300.00$ 782,519.00$ 47.01%

502 Capital Projects Fund 1,476,819.00$ -$ 694,864.89$ 781,954.11$ 47.05%

503 Equipment Replacement ReserveInvestment Interest 4,800.00$ 744.00$ 3,475.25$ 1,324.75$ 72.40%Gain/Loss on Investments -$ 977.05$ 977.05$ (977.05)$ 0.00%Other Interest -$ -$ 0.05$ (0.05)$ 0.00%Investment Revenue 4,800.00$ 1,721.05$ 4,452.35$ 347.65$ 92.76%

Transfers In 445,000.00$ -$ 445,000.00$ -$ 100.00%Fund Transfers 445,000.00$ -$ 445,000.00$ -$ 100.00%

503 Equipment Replacement Reserve 449,800.00$ 1,721.05$ 449,452.35$ 347.65$ 99.92%

504 Operating Expense ReserveInvestment Interest -$ 456.00$ 912.00$ (912.00)$ 0.00%Gain/(Loss) on Investments -$ 598.85$ 598.85$ (598.85)$ 0.00%Investment Revenue -$ 1,054.85$ 1,510.85$ (1,510.85)$ 0.00%

Transfers In -$ -$ -$ -$ 0.00%Fund Transfers -$ -$ -$ -$ 0.00%

504 Operating Expense Reserve -$ 1,054.85$ 1,510.85$ (1,510.85)$ 0.00%

505 E-911 Escrow TrustE911-Reimbursements 646,915.00$ -$ 764,977.92$ (118,062.92)$ 118.25%Enhanced 911-Switched Access 460,084.00$ 116,877.00$ 350,631.00$ 109,453.00$ 76.21%Enhanced 911-Radio Access 197,028.00$ 51,874.00$ 155,622.00$ 41,406.00$ 78.98%Enhanced 911-VoIP 26,808.00$ 6,738.00$ 20,214.00$ 6,594.00$ 75.40%Operating Revenue 1,330,835.00$ 175,489.00$ 1,291,444.92$ 39,390.08$ 97.04%

Investment Interest -$ -$ 11,526.23$ (11,526.23)$ 0.00%Investment Revenue -$ -$ 11,526.23$ (11,526.23)$ 0.00%

505 E-911 Escrow Trust 1,330,835.00$ 175,489.00$ 1,302,971.15$ 27,863.85$ 97.91%

506 Rate Stabilization ReserveInvestment Interest -$ -$ 1,000.11$ (1,000.11)$ 0.00%Investment Revenue -$ -$ 1,000.11$ (1,000.11)$ 0.00%

Transfers In 280,203.00$ -$ 280,203.00$ -$ 100.00%Fund Transfers 280,203.00$ -$ 280,203.00$ -$ 100.00%

506 Rate Stabilization Reserve 280,203.00$ -$ 281,203.11$ (1,000.11)$ 100.36%

Revenue Total 14,797,101.00$ 213,284.40$ 13,115,225.77$ 1,681,875.23$ 88.63%

Revenue Analysis

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Acct Type Description Budget Period Amt End Bal Variance Encumbered Available % Available501 Operating FundE01 Personnel Services 8,237,391.00$ 905,282.42$ 7,218,445.41$ 1,018,945.59$ -$ 1,018,945.59$ 12.37%E02 Employee Services 59,135.00$ 7,206.70$ 55,405.74$ 3,729.26$ -$ 3,729.26$ 6.31%E03 Education 46,265.00$ 3,429.80$ 39,622.33$ 6,642.67$ 436.96$ 6,205.71$ 13.41%E04 Recognition 3,500.00$ 1,174.46$ 5,763.38$ (2,263.38)$ -$ (2,263.38)$ -64.67%E05 General Govern Admin 1,228,924.00$ 96,900.60$ 1,066,974.49$ 161,949.51$ 55,917.96$ 106,031.55$ 8.63%E06 Legislative Activities 35,500.00$ -$ 39,096.52$ (3,596.52)$ -$ (3,596.52)$ -10.13%E07 Recruitment & Hiring 40,822.00$ 4,263.49$ 34,576.10$ 6,245.90$ -$ 6,245.90$ 15.30%E20 Communications Room 311,495.00$ 3,945.31$ 182,359.37$ 129,135.63$ 14,054.33$ 115,081.30$ 36.94%E21 New Hire Academy 5,714.00$ 6.56$ 4,584.47$ 1,129.53$ -$ 1,129.53$ 19.77%E22 Continuity of Ops 100.00$ -$ 514.94$ (414.94)$ -$ (414.94)$ -414.94%E30 Police Services 436,539.00$ 18.08$ 85,882.56$ 350,656.44$ 3,722.60$ 346,933.84$ 79.47%E55 Fire Services 146,842.00$ 28.59$ 173,203.61$ (26,361.61)$ -$ (26,361.61)$ -17.95%E56 Fire & EMS Alerting Sys 100,726.00$ 1,176.38$ 79,948.43$ 20,777.57$ -$ 20,777.57$ 20.63%E80 Backup Center 42,121.00$ 2,993.41$ 18,319.18$ 23,801.82$ -$ 23,801.82$ 56.51%E85 Capital Contracts 45,375.00$ 7,112.02$ 52,983.82$ (7,608.82)$ -$ (7,608.82)$ -16.77%E99 Depreciation -$ -$ -$ -$ -$ -$ 0.00%T02 Fund Transfers 519,200.00$ -$ 519,200.00$ -$ -$ -$ 0.00%501 Operating Fund 11,259,649.00$ 1,033,537.82$ 9,576,880.35$ 1,682,768.65$ 74,131.85$ 1,608,636.80$ 14.29%

502 Capital Projects FundE01 Personnel Services -$ -$ -$ -$ -$ -$ 0.00%E05 General Govern Admin 1,402,867.00$ 96,573.68$ 770,371.65$ 632,495.35$ -$ 632,495.35$ 45.09%E61 New World Contract 925,020.00$ -$ 5,440.00$ 919,580.00$ -$ 919,580.00$ 99.41%T02 Fund Transfers -$ -$ -$ -$ -$ -$ 0.00%502 Capital Projects Fund 2,327,887.00$ 96,573.68$ 775,811.65$ 1,552,075.35$ -$ 1,552,075.35$ 66.67%

503 Equipment Replacement ReserveE05 General Govern Admin 44,924.00$ 28.00$ 31,702.12$ 13,221.88$ 813.07$ 12,408.81$ 27.62%E20 Communications Room 656,000.00$ -$ 19,149.16$ 636,850.84$ 3,749.71$ 633,101.13$ 96.51%E22 Continuity of Ops -$ -$ -$ -$ -$ -$ 0.00%E30 Police Services -$ -$ -$ -$ -$ -$ 0.00%E55 Fire Services -$ -$ -$ -$ -$ -$ 0.00%E56 Fire & EMS Alerting Sys 70,000.00$ -$ -$ 70,000.00$ 7,836.04$ 62,163.96$ 0.00%E80 Backup Center -$ -$ 11,588.39$ (11,588.39)$ 1,721.18$ (13,309.57)$ 0.00%T02 Fund Transfers -$ -$ -$ -$ -$ -$ 0.00%503 Equipment Replacement Reserve 770,924.00$ 28.00$ 62,439.67$ 708,484.33$ 14,120.00$ 694,364.33$ 90.07%

504 Operating Expense ReserveT02 Fund Transfers -$ -$ -$ -$ -$ -$ 0.00%504 Operating Expense Reserve -$ -$ -$ -$ -$ -$ 0.00%

505 E-911 Escrow TrustT02 Fund Transfers 2,499,977.00$ -$ 906,955.62$ 1,593,021.38$ -$ 1,593,021.38$ 63.72%505 E-911 Escrow Trust 2,499,977.00$ -$ 906,955.62$ 1,593,021.38$ -$ 1,593,021.38$ 63.72%

506 Rate Stabilization ReserveT02 Fund Transfers 620,100.00$ -$ 620,100.00$ -$ -$ -$ 0.00%506 Rate Stabilization Reserve 620,100.00$ -$ 620,100.00$ -$ -$ -$ 0.00%

Expense Total 17,478,537.00$ 1,130,139.50$ 11,942,187.29$ 5,536,349.71$ 88,251.85$ 5,448,097.86$ 31.17%

Expense vs Budget with Encumbrances by Acct Type

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Local Gov't Investment Pool 0.12590% 10/31/2013 $821.00 601,433.92$ E-9-1-1 Escrow Account 0.46762% 10/31/2013 $10,681.34 1,913,088.20$ US Bank Municipal Savings 0.00299% 10/31/2013 $0.05 3,931.30$

$2,518,453.42

NORCOMBank Accounts - by Depository, SummaryOctober 31, 2013

Description for Month EndingCurrent Interest

Rate BalanceInterest YTD

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FNMA, GMA 3/17/2011 11/18/2013 5/18/2011 0.800% $300,000.00 298,424.10$ 300,083.40$

FHLMC 1/30/2012 1/30/2015 1/30/2014 0.650% $300,000.00 301,159.20$ 300,367.50$

FHLMC 12/18/2012 12/5/2016 12/5/2013 0.625% $250,000.00 250,535.75$ 249,124.75$ FNMA, GMA 8/15/2012 2/6/2017 0.90% $287,000.00 275,695.64$ 275,829.67$

$1,137,000.00 $1,125,814.69 $1,125,405.32

Current Year Unrealized gain (loss) ($409.37)

Maturity Interest Original Face Principle Cost

Portfolio - by Issuer, Summary 2013

Market ValueCall DatesDescription Date Acquired

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MEMORANDUM


From: Karen Furuya, Interim Technology Manager

Date: Current as of December 4, 2013

Re: Staff Update - Technology

Activity Since Last Report

• Bellevue Police Re-Districting The Bellevue Police Department is in the process of updating their Police districts. The new districts (beats) have been loaded in the test environment and are being tested by NORCOM GIS and Bellevue PD. The new beats are expected to go into production January 5th, 2014.

• City of Bellevue Generator Work - November 8-12: NORCOM Operations worked out of the Redmond satellite location during the time of the work. NORCOM IT had met with Bellevue’s project manager and lead electrician to understand the work that was done and the risks/impact to NORCOM’s operations. This allowed NORCOM to take some precautions and preventive measures. A communication protocol was established between NORCOM IT, NORCOM Operations and the project team at the City of Bellevue. Status updates were provided by Bellevue’s project manager throughout that weekend. NORCOM IT had a tech onsite at Bellevue throughout the time work was being done on the generators. Dispatchers started the transition back to the Bellevue Communication center on Monday, Nov. 11th at 18:30.

• Locution Client Replacement – November 14th Project #64 of the IT Other Non-Capital Project prioritized list has been started. Configuration and testing on the test Locution box has been completed. The project plan is being developed and the first hardware order has been placed.

• Mercer Island Fire Department - Locution installation at interim location for ST92 - November 26th Mercer Island IT, NORCOM IT and Westhill Electronics completed the installation of Locution at ST92’s interim location.

• Coplogic – November 21st Bellevue Police Department introduced Coplogic to its citizens with press release on November 21st. From October 29th to date, there have been 71 incidents reported by citizens using Coplogic. All outstanding Coplogic to RMS interface issues to date have been resolved by New World. The next step will be for agencies to complete their final interface testing.

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(Coplogic is an online citizen police reporting program that enables citizens to file police reports online for selected types of crime. After that report is reviewed, it can then integrate into an agency’s Records Management System.)

• King County INET upgrade – December 5th King County INET moved NORCOM onto a new high capacity network switch. This upgrade moves NORCOM off of outdated equipment and increases the network capacity from 1Gbps to 10Gbps insuring more bandwidth is available to INET customers requiring additional capacity.

Upcoming Activities

• Community Connectivity Consortium The Redmond/Lake Washington School District/Kirkland/Bellevue Fiber Project in Overlake (project 69) will begin shortly. This project will create a fiber optic triangle between the cities of Redmond, Kirkland and Bellevue. The completion of this project will also complete a priority 3 NORCOM IT project that will 1) provide a separate Internet connection for our backup center in Redmond, and 2) provide an alternate fiber path between Bellevue and Redmond. (The Consortium is made up of several local government agencies, school districts and public safety organizations. The Consortium provides fiber optic connectivity among its members and one of its major goals is to provide a fiber optic ring around Lake Washington.)

Highlights

• Project Cisco Switch Decommission - Non-ICRM Project Completed. Project #63 on the IT Other Non-Capital Prioritized list has been completed. The completion of this project eliminated the single point of failure for Locution and SMTP paging and the possible degradation of services, if there was a network traffic bottleneck, to TriTech CAD and New World CAD bandwidth.

• Projection Tool for Information Technology and Services NORCOM Information Technology and Services is now using a Project Projection Tool to assist in project planning and technical resource management. The structure of the tool is based off of the projection tool created by Online Business Systems and used in the Alternate Strategies Analysis (ASA) process to project the timeline, cost and resources of various project configurations. A technical project will often times require tasks executed by different personnel; for example, building servers, networking, and application administration. The challenge was to modify the tool to: 1) capture the resource needs, from multiple techs, required for a single project; and 2) convert the capital cost section to align more with project costs.

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The benefit this tool brings to NORCOM IT, like the ASA process, is the ability to look at different configurations of projects and resources to determine the best order in which to execute them.

• Mike Prill, a member of the Technical Team, has just completed his Bachelor of Science in

Information Technology from Western Governors University. Mike did this all while working full-time!

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North East King County Regional Public Safety Communications Agency PO Box 50911 • Bellevue, WA 98015-0911 • phone 425-577-5700 • FAX 425-577-5701 • www.norcom.org


From: Jerry Holcombe, Integrated Communications & Records Management (ICRM) Program Manager


Subject: ICRM Program Update – Governing Board Meeting December 13, 2013

Activity Status For more detailed information, please refer to the Weekly Status Report (Attached).

• Fire Projects o Fire Mobile-CAD Solution Selection Project

An RFP was posted on November 4 and responses were due by November 18. The Fire Stakeholder Group is serving as the Selection Committee and met on November 19 to begin evaluating the RFP Responses. All RFP Responses have been evaluated.

The goal is to select an apparent successful vendor and begin contract negotiations by December 13.

The projected timeline for beginning Fire Mobile-CAD Implementation Project is as soon as possible; however, there are several key dependencies:

• Successful contract negotiation with the vendor • The selected vendor’s availability to begin work • Fire Mobile-CAD Testing activities will be dependent on the TriTech CAD Test

Environment Project

o RMS Strategy Project Once there is a better understanding of the Fire Mobile-CAD timelines, a series of

meetings will be scheduled to revisit Fire RMS requirements and determine the best solution strategy for meeting them (i.e. Consolidated RMS vs. Unified RMS). Downstream projects that result from the strategy may include:

• Zoll Consolidation • ESO -> RMS Integration • Unified RMS Solution Selection & Implementation

• Police Projects

o NWS Stabilization The NORCOM and NWS teams are working with NWS to resolve Production issues as

they are reported and in priority order. The below table updated on December 1, 2013.

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o 10.x Upgrade Project Mike Prill has been assigned as the Project Manager for this project. He is working with

the team and Program Manager to develop plans and a schedule for testing and deploying a 10.2 build into Production. The current plan is for SME and extensive agency testing of 10.2 GA. NWS will remediate any “Go Live” issues in 10.2 SP1, which will again be tested by SMEs and agencies before assessing whether to move this build into Production.

Target timelines are: • SME Testing – December 2013 • Agency Testing – January 2014 • 10.2 SP1 Delivery – February / March 2014 • Move to Production – TBD

o Bellevue Field Reporting

Live testing has started through 01-15-14. A few issues have been identified with bugs and configuration but it should not slow the

project.

o Fill in RMS Gaps Project After Agency testing of 10.2 GA, NORCOM and NWS will assess the LERMS requirements

in Exhibit Q to determine the remaining gaps. NWS will provide a schedule for addressing these gaps.

o LINX Interface Project Very initial conversations to better understand the scope and complexities of this

project. Should you have questions or suggestions, please contact me at phone 503.505.1469, or email [email protected].

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ICRM Program Weekly Status Report 12/6/13 (ICRM) Integrated Communication & Records Management New/updated information is highlighted

1. Summary

Ongoing Activities

• Fire Projects

o Fire Mobile-CAD Solution Selection Project

An RFP was posted on November 4 and responses were due by November 18. The Fire Stakeholder Group is serving as the Selection Committee and met on November 19 to begin evaluating the RFP Responses. All RFP Responses have been evaluated.

The goal is to select an apparent successful vendor and begin contract negotiations by December 13.

The projected timeline for beginning Fire Mobile-CAD Implementation Project is as soon as possible; however, there are several key dependencies:

• Successful contract negotiation with the vendor

• The selected vendor’s availability to begin work

• Fire Mobile-CAD Testing activities will be dependent on the TriTech CAD Test Environment Project

o RMS Strategy Project

Once there is a better understanding of the Fire Mobile-CAD timelines, a series of meetings will be scheduled to revisit Fire RMS requirements and determine the best solution strategy for meeting them (i.e. Consolidated RMS vs. Unified RMS). Downstream projects that result from the strategy may include:

• Zoll Consolidation

• ESO -> RMS Integration

• Unified RMS Solution Selection & Implementation

• Police Projects

o NWS Stabilization The NORCOM and NWS teams are working with NWS to resolve Production issues as they are

reported and in priority order. Below table updated on December 1, 2013.

7 of the remaining P2 issues have been scheduled into the NWS SP 2.5 release. At this time, NWS has indicated that 8 of the remaining P2 issues cannot be resolved in the 10.0 Platform due to constraints within the .NET Framework upon which it is based. Resolution would require the

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implementation of 10.1 and/or 10.2 Platforms. The team is currently analyzing the SP2.5 payload to determine the overall value for NORCOM. Better use of resources may be to focus on preparing for and testing 10.2 GA when it becomes available in December.

Planning for the resolution of the P3 and P4 issues has been initiated, but the vast majority of the fixes for these issues have not yet been scheduled (please see the latest version of the Fault Summary in Section 5. Bugs and Software Defects).

o 10.x Upgrade Project

Mike Prill has been assigned as the Project Manager for this project. He is working with the team and Program Manager to develop plans and a schedule for testing and deploying a 10.2 build into Production. The current plan is for SME and extensive agency testing of 10.2 GA. NWS will remediate any “Go Live” issues in 10.2 SP1, which will again be tested by SMEs and agencies before assessing whether to move this build into Production.

Target timelines are:

• SME Testing – December 2013

• Agency Testing – January 2014

• 10.2 SP1 Delivery – February / March 2014

• Move to Production – TBD

o Bellevue Field Reporting

Live testing has started through 01-15-14.

A few issues have been identified with bugs and configuration but it should not slow the project.

o Fill in RMS Gaps Project

After Agency testing of 10.2 GA, NORCOM and NWS will assess the LERMS requirements in Exhibit Q to determine the remaining gaps. NWS will provide a schedule for addressing these gaps.

o LINX Interface Project

Very initial conversations to better understand the scope and complexities of this project.

Program Planning Activities

• Strategic Long-term plan for overall implementation

o The Fire projects that are currently included in the 2-year plan are as follows: Fire Mobile-CAD Solution Selection TriTech CAD Test Environment Fire Mobile-CAD Implementation TriTech CAD Upgrade Fire RMS Strategy

o The Police projects that are currently included in the 2-year plan are as follows: Police CAD Stabilization 10.x GA Upgrade Fill in RMS Gaps Bellevue Field Reporting LINX Interface

Program Definition

• Project Team:

Fire SME – Ken Knott, Mercer Island Fire, MOU signed. o Police SMEs

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Jeff Magnan, Mercer Island Police. MOU signed. o Operations SME – Andrew Johnson, NORCOM. o Mike Prill – NORCOM Technical Lead / Project Manager o Karen Furuya – NORCOM Technical Oversight / Solution Architect o NORCOM Technology Team members will play various roles on the team

• Templates for Project Charter, Project Plan, and Status Reports are being revised.

2. Go-Live Dates

Police

• 10.2 SP1: target Move to Production – April 2014 Fire

o Mobile-CAD: target is TBD o TriTech CAD Upgrade: target is TBD

3. Schedule (Remaining Milestones, Inter-project Dependencies, Project Slack, Critical Path) This section will become more formal, detailed, and consistent as the planning process for individual projects continues and templates are developed.

• Police o 10.2 Upgrade

• Fire – Timelines are TBD.

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4. Key Resource Availability Summary

Key Resources are still being identified. Stakeholder Group members need to be added to the list below.

December 2013 January 20141 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13

Last First S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M

Orr Tom

Holcombe Jerry XXXXX XXXXXLohr Victor

Knott Ken XXX XXXXX XXXX

Harnden Marcia

Magnan Jeff

Johnson Andrew

Furuya Karen

Luke Pete

Prill Mike

Tran Khai

Shelton Greg

Way Nathan

Foster JodiOut of the office and generally u unavailable by phone or email: X = All day X = a.m. X = p.m. X

O

Out of the office but generally available by phone or email: O = All day O = a.m. O = p.m. O X

Remote resource available on site: = All day = a.m. = p.m.

Remote resource available off site: 1 = All day 1 = a.m. 1 = p.m.

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5. Bugs and Software Defects

Fault Summary – October 27, 2013

Fault Summary – December 1, 2013

6. Decision Summaries

No. Title Status Approved 001 Interim ESO ->TriTech Interface Approved by Steering Committee on

September 19, 2012 Yes

002 Interim AVL Solution Approved by NORCOM Technology and Police Agencies on January 31, 2013

Yes

003 Solution for Dispatcher Reference Notes Signature Process Started Yes

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7. Project Change Management - Change Requests

No Change Requests to Date

8. Open Issues and Risks

Below table updated December 1, 2013. Please see ICRM Risk Register – Issues Log.pdf for details if required. o 001 “Time Stamp Change” Issue has been Closed. o 002 “Existing Planning Materials” Risk has been Closed. o 003 “Detailed task management interfering with development of the overall plan” Issue has been Closed. o 004 “ESRI license renewal” Issue has been Closed. o 005 “Software Suggestions – Fire” Issue has been Closed. o 006 “Available Resources” Risk has been Closed. o 007 “Organization Commitment” Risk has been Closed. o 008 “Decision-making process not defined for Program” Risk has been Closed. o 009 “Communication Plan not defined for Program” Risk has been Closed. o 010 “NWS End of May Release” Issue has been Closed. o 011 “Clear and agreed-upon Program Scope” Risk has been Closed. o 012 “Test Case Development Milestone” Issue has been Closed. o 013 “Grant Re-payment” Risk has been Closed. o 014 “City of Bellevue Police Records Data Conversion” has been Parked. o 015 “Fire Records Data Conversion” has been Closed. o 016 “Interim ESO->TriTech Interface” Issue has been Closed. o 017 “Windows Configuration File Versions” Risk has been Closed. o 018 “NWS Project Manager Change” Risk has been Closed. o 019 “Work-arounds for Go Live issues” Issue has been Closed. o 020 “Ad Hoc Reporting Solution” Issue has been Closed. o 021 “Impact of Dispute Resolution Process” Issue has been Parked. o 022 “AVL Modem issue resolution may cause re-work” Risk has been Closed. o 023 “Interim Solution of Mobile Crash Issue will cause re-work” Risk has been Closed. o 024 “Post-Deploy CAD Hanging Issue” Risk has been Closed. o 025 “Fire Reporting: Potential Delays” Risk has been Closed. o 026 “EMS Patient Data Conversion” Issue has been Closed. o 027 “Future State Solution Change of Direction for the Fire Project” Issues has been Closed.

: Wed, Dec 4, 2013

sues : 0 Open Risks : 2 Parked Issues : 2 Parked Risks : 0 Closed Issues : 13 Closed Risks : 14

Risk/

Issue

Status Title Activity Log (Notes)(Date: Activity/Note text)

R Open Introducing more high poriority issues into NWS Production environment

Because the NWS software suite is very broad and deep functionality-wise, there is risk that even after extensive testing, there still exists the chance of introduction of previously resolved and/or net new system defects into the Production environment; including complete system failure and/or extended system outages. The mitigation strategy includes more detailed test cases, more end-to-end testing, more agency staff testing, and more “non-happy” path testing.

R Open NWS 10.x Upgrade Schedule Delay

Because it is still to be determined how many NORCOM “Go Live” issues are in 10.2 GA and how many 10.2 SP1 builds NORCOM will be receiving, there is a risk that New World may not fix all known outstanding priority issues which may inhibit us from loading the build into production on schedule. We have requested at least one QA build and one RC build go through New World’s normal quality testing processes.

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Documents

Meeting of the NORCOM Governing Board Packet-12.13.2013.pdf · 2014-01-09 · Meeting Minutes NORCOM Governing Board City of Bellevue, Room 1E-112 November 8, 2013 Page 1 of 4 Governing