HomeMy WebLinkAboutAshland - Bayfield Consolidated PSAP Board - Agenda - 7/11/2023ASHLAND – BAYFIELD CONSOLIDATED PSAP
BOARD OF DIRECTORS
Ron Sztyndor Larry Fickbohm
Dan Grady Mark Abeles-Allison
Brian Zupke Tony Williams
*** AGENDA ***
Dear Board Members:
This letter is written to inform you of the Ashland – Bayfield Consolidated PSAP Board of Directors
Meeting scheduled for 1:30 p.m. on Tuesday, July 11th, at the Ashland County Boardroom. This meeting
will be held in-person and remotely. Supervisors and the public will be able to participate in the
Meeting in person or via voice either by using the internet link or phone number below.
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EM@bayfieldcounty.wi.gov if during the meeting.
1. Call to Order and Introductions
2. Intergovernmental Agreement Review with Corporation Counsel
3. Election of Officers
4. Project Manager Status Report
5. Discussion and Possible Action, Accounting Standards and Budget Accounting format.
Any person wishing to attend who, because of a disability, requires special accommodations,
should contact the County Clerk’s office at 715-373-6100, at least 24 hours before the scheduled
meeting time, so appropriate arrangements can be made.
ASHLAND – BAYFIELD CONSOLIDATED PSAP
BOARD OF DIRECTORS
6. Discussion and Possible Action to apply for 2023 DMA Consolidated Dispatch Grant
7. Innovation Fund Planning
8. Discussion and Possible Action Regarding 2023 Budget
9. Discussion and Possible Action Regarding Entity Name
10. Discussion Regarding Program Director
11. Next meeting and agenda items, Wednesday, July 26th, Bayfield County, 130pm
12. Tour of dispatch
13. Adjournment
MEETING NARRATIVE
Item 1: Introductions of Board members and guests. Meagan Quaderer, Project
Manager will open the meeting and preside until a chair and vice chair are elected.
Item 2: Max Lindsey and John Carlson, Corporation Counsels are invited to outline basics
of intergovernmental agreement and operating processes and procedures. Discussion
topics:
• Open meetings
• Quorum
• Votes
• Job of Board of Directors
•
Item 3: Election of Officers; Chair and to be conducted by Meagan Quaderer.
CHAIR TAKES OVER MEETING
Election of Vice Chair
Item 4: Meagan Quaderer provides update on current status of project. State approval.
Work underway. Timelines, etc.
Item 5: Discussion Regarding accounting notables.
• The Ashland Bayfield Joint Dispatch will be a separate department in the
Bayfield County General Fund
• Expenditures need to be part of the budget as authorized by the Dispatch
Board. (Discuss County Board Budget process)
• Expenditures in the Joint Dispatch account will only be for grant and or
consolidation expenses, not for individual county dispatch operations prior to
going joint.
• Interim Project Manager will be responsible for all purchases.
• Purchases require budget authority and project manager signature.
• Grant matching fund requirements
• Purchase policy overview and requirements
• Indirect costs, utilities, cleaning, etc.
• Recommendation, per diems to be handled by counties not joint board.
Item 6: The 2023 Department of Military Affairs Joint Dispatch program was funded again in the
recently approved State Budget. There are several items that were not funded by the 2022
grant that we can apply for. Meagan will have a summary at the meeting. Applications are due
August 1. More discussion at next meeting.
Item 7: The State of Wisconsin has approved an Innovation Grant Program through the
Department of Revenue. Under the bill, for DOR to approve an innovation grant, a county or
municipality would have to have provided all services or duties specified in any contract or
agreement in the year immediately preceding the year in which the services or
duties are transferred under the agreement or contract. The grants provide a 25% project
payment if a 10% reduction in cost can be shown. See attached document for more
information.
Item 8: A financial report/statement will be presented at the meeting together with a draft
2023 budget for discussion.
Currently agreed items:
1. Plus 2 dispatchers were hired in Bayfield County, to qualify for grant. Effective mid-May,
paid 70% by Bayfield and 30% by Ashland County.
2. Interim Program Director, split 50/50. Based on 30% of Meagan Quaderer salary.
3. New; headset purchase: for both counties. This is a grant expenditure. Bayfield
Counties headsets are old and need replacement. Plan it to buy new headsets that both
counties can use right now and bring to consolidated center.
4. Other
Item 9: Entity Name. We have a temporary heading on the letterhead now. Main issue is, how
does dispatch answer the phone? Must be something short and easy to say.
Item 10. Discussion Regarding permanent program director. We should discuss timeline. Also
discuss job description components. Will work to have a draft JD at meeting.
Item 11: Next meeting date, tentative, Monday July 26, 1:30pm.
INTERGOVERNMENTAL AGREEMENT PROVIDING FOR THE CONSOLIDATION OF THE ASHLAND AND BAYFIELD COUNTIES 9-1-1 PUBLIC SYSTEM ANSWERING POINT (PSAP) CONSORTIUM
2023
Table of Contents SECTION 1. DEFINITIONS .................................................................................................................... 1 SECTION 2. CONSORTIUM CREATED .............................................................................................. 2
SECTION 3. CONSORTIUM MISSION ................................................................................................ 3
SECTION 4. BOARD OF DIRECTORS CREATED ............................................................................ 3
a) Membership. .............................................................................................................................. 3
b) Voting. ........................................................................................................................................ 3
c) Quorum. ..................................................................................................................................... 3 d) Unanimous Vote. ...................................................................................................................... 3
e) Representative’s Substitute .................................................................................................... 3
f) Regularity of Meetings ............................................................................................................. 4 SECTION 5. BOARD OF DIRECTORS FUNCTIONS AND RESPONSIBILITIES ........................ 4
a) Mission/By-Laws/Committees................................................................................................. 4
b) Officers. ...................................................................................................................................... 4 c) General Responsibilities. ......................................................................................................... 4
d) Budget. ....................................................................................................................................... 4
e) Funding Formula. ...................................................................................................................... 4 f) Intergovernmental Agreement. ............................................................................................... 4
g) Purchases. ................................................................................................................................. 5
h) Gifts. ............................................................................................................................................ 5 i) Lead Agency. ............................................................................................................................ 5
j) Role of the Consortium Director. ............................................................................................ 5
k) Data Fee Policies...................................................................................................................... 5
SECTION 6. LEAD AGENCY DESIGNATED ...................................................................................... 5
SECTION 7. LEAD AGENCY DUTIES ................................................................................................. 5
SECTION 8. MEMBER RESPONSIBILITIES ...................................................................................... 7
SECTION 9. FINANCES ......................................................................................................................... 8
a) Contributions. ............................................................................................................................ 8
b) Records. ..................................................................................................................................... 8
c) Invoices. ..................................................................................................................................... 8
d) Payment. .................................................................................................................................... 8 e) Audit. ........................................................................................................................................... 8
f) Fiscal Year ................................................................................................................................. 8
SECTION 10. CONSORTIUM DATA POLICIES................................................................................. 8
a) Policies and Procedure. ........................................................................................................... 8
b) Ownership. ................................................................................................................................. 8 c) Open Records and The Freedom of Information Act (FOIA). ............................................ 8
d) Other Disclosures to Non-Members. ..................................................................................... 8
SECTION 11. TERMINATION BY PARTIES ....................................................................................... 9
a) Withdrawal ................................................................................................................................. 9
b) Failure to Budget....................................................................................................................... 9
c) Default ........................................................................................................................................ 9
d) Data Developed Prior to Withdrawal. .................................................................................... 9
SECTION 12. DISSOLUTION ................................................................................................................ 9
a) Equipment; Use and Ownership; Loan Equipment. ............................................................ 9
b) Rights of Terminating Party to Consortium Assets. ............................................................ 9
c) Disposition of Consortium Assets Upon Dissolution. .......................................................... 9 SECTION 13. INSURANCE.................................................................................................................. 10
SECTION 14. LIMITATIONS OF PERSONNEL ................................................................................ 11
SECTION 15. AMENDMENTS ............................................................................................................. 12 SECTION 16. ADDITIONAL MEMBERS ............................................................................................ 12
SECTION 17. EFFECTIVE DATE ....................................................................................................... 12
SECTION 18. NOTICES ....................................................................................................................... 12 SECTION 19. COUNTERPARTS ........................................................................................................ 12
SECTION 20. ENTIRE AGREEMENT ................................................................................................ 12
APPENDIX A........................................................................................................................................... 13
INTERGOVERNMENTAL AGREEMENT PROVIDING FOR THE CREATION OF THE
ASHLAND AND BAYFIELD COUNTIES 9-1-1 PUBLIC SYSTEM ANSWERING POINT
(PSAP) CONSORTIUM
THIS AGREEMENT is between Bayfield County and Ashland County (“Counties”) organized
under the provisions of Wisconsin State Statute § 59.01, referred to individually as the “Party” or
collectively, as the “Parties.”
WHEREAS, Wis. Stat. § 66.03015, and other applicable laws enables the Parties here to enter
into agreements among themselves and provide authority for intergovernmental cooperation;
and,
WHEREAS, the Parties find it to be in the best interest of Ashland and Bayfield Counties to
develop and operate a coordinated countywide 9-1-1 PSAP as required in Wis. Stat. §256.35;
and,
WHEREAS, the Parties are committed to the principles of intergovernmental cooperation; and,
WHEREAS, the Parties desire to operate such a system in the most cost effective and efficient
manner; and,
WHEREAS, in order to develop and operate a coordinated countywide 9-1-1 PSAP, it is
necessary to establish a 9-1-1 system consortium; and,
WHEREAS, the mission of such a consortium is to develop, provide, and operate a coordinated
countywide 9-1-1 PSAP for the purpose of providing emergency call management at a
reasonable cost in the best interest of all the constituents and citizens of the respective entities;
and,
WHEREAS, it is necessary to provide for operations and joint funding of a 9-1-1 PSAP
consortium; and,
WHEREAS, the Parties desire that the PSAP be operated and managed with clear lines of
authority for implementing policies to achieve the mission and goals of a 9-1-1 consortium as set
forth and as articulated from time to time by the Parties; and,
WHEREAS, the Parties have recently supported, and continue to support, the fee authorized by
Wisconsin Legislature PSC 172.07(1)(a) in order to defray the cost of implementing and
maintaining a 9-1-1 PSAP.
NOW, THEREFORE, the Parties agree as follows:
SECTION 1. DEFINITIONS
a) “Consortium” means the Ashland and Bayfield Counties 9-1-1 PSAP Association, consisting
of the members, equipment, personnel, and data established by and operating pursuant to
this Agreement and created to perform the tasks necessary to establish and maintain the
countywide 9-1-1 PSAP.
b) “Consortium Director” is appointed and supervised by the Board of Directors and serves
as an employee of Bayfield County with the responsibility of administering, supervising,
managing and directing the activities and employees assigned to the Consortium in order
to successfully operate the 9-1-1 PSAP.
c) “Consortium Staff” means staff assigned work on Consortium activities under the direction
of the Consortium Director serving as employees of Bayfield County.
d) “Data” means information in a form suitable for storing and processing by a computer or
computer system.
e) “GIS” means geographic information system. A GIS is a system of hardware, software, and
data used for storage, retrieval, mapping, and analysis of geographic data.
f) “Good standing” means the member is not delinquent on any financial obligations to the
Consortium.
g) “Lead Agency” means the party designated by the members, pursuant to this Agreement
as the party having overall responsibility for Consortium operations on an ongoing basis in
accordance with the policies established by the Board of Directors and this Agreement.
h) “Members” mean County of Ashland; County of Bayfield; and such other members who
become signatories to the Agreement.
i) “Party (or Member) in Good Standing” means a member that has not delivered a notice of its
intent to withdraw from this Agreement or for which the Board of Directors has not issued a
notice of payment default.
j) “Board of Directors” means the body created by this Agreement to approve Consortium
Director and the budget for the Consortium, to develop efficient, cost effective and
cooperative approaches regarding countywide 9-1-1 and the concerns of each party, and to
perform such other functions as are set forth in this Agreement.
SECTION 2. CONSORTIUM CREATED
a) The Parties hereby create the Ashland and Bayfield Counties 9-1-1 PSAP Consortium, an
undertaking to operate a countywide 9-1-1 PSAP. Service from the Consortium and access
to Consortium services shall be in accordance with this Agreement.
b) The 9-1-1 Consortium shall be subject to Bayfield County’s employment policies and
procedures, except as otherwise specified in the Agreement. The Parties hereby authorize
and direct Bayfield County to operate pursuant to this Agreement, and Bayfield County
hereby agrees to operate pursuant to this Agreement.
SECTION 3. CONSORTIUM MISSION The mission of the Consortium and its Members is to:
a) Provide efficient and effective 911 Dispatch Services.
b) Be responsive to emergency service responders who rely on the Consortium for essential
services.
c) Serve a lead role in overseeing 911 data including content, quality, and structure of
repository data and metadata.
d) Provide computer system administration and ongoing system support, training,
upgrades, and maintenance for Consortium-controlled assets.
e) Provide services in accord with a work plan approved by the Board of Directors.
f) Promote use of the GIS county wide by contributing data and utilizing the GIS.
g) Establish operational, administrative, and procedural policy as related to 9-1-1 PSAP
operations, data standards, and data distribution.
h) Maintain a Quality Assurance program.
i) Maintain basic training standards as outlined under Wis. Admin. Code DMA § 2.04
Minimum Training and Service Standards.
SECTION 4. BOARD OF DIRECTORS CREATED
The Board of Directors is hereby created in accordance with the following provisions:
a) Membership. The Board of Directors shall be comprised of six (6) members:
Three (3) members from Ashland County, to include: one (1) county board member,
one (1) county administrator, and one (1) sheriff or designee; and
Three (3) members from Bayfield County, to include: one (1) county board member,
one (1) county administrator, and one (1) sheriff or designee. These shall be voting
representatives.
Directors shall adhere to the ethics code of conduct set forth in the Bayfield County
Personnel Policy.
b) Voting. In those matters required by this Agreement to be decided by the Board of
Directors, unless otherwise specified in this Agreement, the proposition voted upon shall not
be considered approved unless it receives an affirmative vote from at least a majority, or
such greater percentage vote specified of all representatives of the Board of Directors
Members in good standing. For votes approving the appointment or dismissal of the
Consortium Director or the Annual Budget, at least four (4) votes in the affirmative are
required. For all other votes a simple majority is acceptable provided a majority of the Board
of Directors is present. This would allow for a quorum of four (4) and a vote of 3 to 1 for a
motion to be approved.
c) Quorum. A quorum shall consist of a majority of voting representatives of the Board of
Directors Members in good standing.
d) Unanimous Vote. In those matters required by this Agreement to be decided by a
unanimous vote of the Board of Directors, a proposition shall not be considered adopted
unless it receives an affirmative vote from the voting representative of each Member that is
in good standing at the time of the vote.
e) Representative’s Substitute. A Member’s designated representative to the Board of
Directors may select a designated voting representative approved by the Consortium to
serve in the designated representative’s absence.
f) Regularity of Meetings. The Board of Directors shall meet at least quarterly. Other meetings
may be called at the request of the Board of Directors Chair or any two (2) of the voting
Members’ representatives on the Board of Directors. Meetings shall comply with the notice
and open meetings requirements of Wis. Stat. §19.81 et. seq. and may be held
electronically.
SECTION 5. BOARD OF DIRECTORS FUNCTIONS AND RESPONSIBILITIES
The Board of Directors shall have the following functions and responsibilities:
a) Mission/By-Laws/Committees. The Board of Directors shall have the authority to adopt a
mission statement, to enact procedural by-laws governing or directing the activities of the
Consortium, provided such mission statement and by-laws do not conflict with the terms of
this Agreement, and to create such committees as it deems advisable.
b) Officers. The Board of Directors shall elect a Chair and Vice Chair, one (1) from each
County and any other officers as it deems advisable from among the voting representatives
of the Members, said election to occur in odd years beginning in May, or whenever a
vacancy in office occurs.
c) General Responsibilities. The Board of Directors is responsible for appointing the
Consortium Director and approving policy, priorities, budget, work plan, performing an
annual review of the director, and technical standards.
d) Budget.
i. The Board of Directors shall, by August 20 of each year, by a two thirds (2/3)
affirmative vote:
1) annually approve the Consortium’s budget; and
2) approve amendments to said budget and expenditures from time to time or as
deemed necessary by the Parties.
ii. The proposed budget for each year shall be submitted by the Consortium Director to
the Board of Directors by July 20 of each year.
iii. The format of the budget shall conform to the Bayfield County format.
e) Funding Formula. The Board of Directors shall annually on or before July 1 of each year, by
a unanimous vote, approve the funding formula to determine the Parties’ share of expenses
for Consortium operations, provided, however, that the most recently approved cost sharing
formula shall continue unless amended by the unanimous vote of the Parties. The initial
funding formula will be approved by a two thirds (2/3) affirmative vote.
f) Intergovernmental Agreement. The Board of Directors may approve contracts with other
governmental entities to provide some or all of Consortium services on a contractual basis
in conformance with the Bayfield County financial policy and procedure practices.
g) Purchases. The Board of Directors may approve through the budget process, contracts for
the purchase of goods or services with units of federal, state and local units of government,
private corporations, not-for-profit organizations, partners and individuals. All such
purchases shall be made in accordance with the purchasing policies of Bayfield County.
h) Gifts. The Board of Directors may approve the receipt by the Consortium of grants, loans,
gifts, bequests, funding, in-kind services from federal, state and local units of government,
and from public and private sources.
i) Lead Agency. The Board of Directors may redesignate the Lead Agency by at least a two
thirds (2/3) affirmative vote of all Members, provided that no Members shall be designated
Lead Agency without its consent, and provided further that, unless the Parties agree
otherwise, no change in the Lead Agency shall take place without at least one hundred and
eighty (180) days’ prior notice prior to the beginning of the next fiscal year of the current
Lead Agency.
j) Role of the Consortium Director. The Consortium Director, with input from member agency
representatives is charged with developing all policies and procedures of the Consortium
including:
1) Hardware requirements;
2) Software requirements;
3) Networking standards;
4) Data standards;
5) Development and Prioritization of employee Work Plans;
6) Employment rules not already designed by lead agency personnel policy;
7) Dispatch policies and procedures;
8) Establish operational, administrative, and procedural policy as related to 9-1-1
PSAP operations, data standards, and data distribution;
9) Maintain a Quality Assurance program;
10) Maintain basic training standards as outlined under Wis. Admin. Code DMA
§ 2.04 Minimum Training and Service Standards;
11) Maintain a Continuity of Operations Plan (COOP) for the PSAP; and
12) Other aspects of 9-1-1 as requested by the Board of Directors.
The Consortium Director and Board of Directors will regularly review and update these policies as
required.
k) Data Fee Policies. The Board of Directors shall have the authority to adopt data policies
referred to in Section 10 and a fee schedule by a unanimous vote.
SECTION 6. LEAD AGENCY DESIGNATED
The Lead Agency shall be Bayfield County.
SECTION 7. LEAD AGENCY DUTIES
Bayfield County shall be responsible for, and is hereby empowered to take, all actions to
support the overall operation of Consortium and its affairs in accordance with this Agreement
and the mission, goals and objectives approved by the Board of Directors. The Consortium
Director will be the principal contact and lead in most of these. Specific duties include, but are
not limited to:
a) Employer of record: Employing and supervising all personnel assigned to the Consortium
in accordance with Bayfield County’s policies and procedures, including, but not limited to,
hiring, firing, disciplining, establishing incentives, benefits, negotiations with unions, and all
other employment decisions. All hiring and firing will be a coordinated effort between
Bayfield County HR and the Consortium Director.
b) Through the Consortium Manager, Direct the management and supervision of all
employees assigned to Consortium duties in accordance with the policies and
procedures of Bayfield County.
c) Incurring and paying, on behalf of the Members and in accordance with this Agreement and
the Consortium’s approved budget, all Consortium expenses.
d) Entering into all contracts, lease and procurement agreements in accordance with this
Agreement, the approved budget, and the policies and procedures of Bayfield County.
e) Expending funds in accordance with the Consortium’s approved budget. Purchasing shall
be conducted in accordance with the Consortium approved budget and the purchasing
policies and procedures of Bayfield County.
f) Providing all personnel administration, financial support staff, insurance, legal advice
and management support and services in accordance with this Agreement and the
approved Consortium budget and the policies and procedures of Bayfield County.
g) Billing and collecting from each member its share of the cost of Consortium’s operations as
provided in this Agreement and the approved annual budget and work plan of Consortium.
h) Overseeing the establishment and implementation of policies and procedures at the
Consortium staff level to implement the mission, goals, and work plan of the Consortium.
i) Developing a proposed annual budget and work plan and administering the approved
budget, expenditures, and work plan in accordance with this Agreement.
j) Providing necessary office space, furnishings, equipment, hardware, software, and
technical support for the Consortium to operate.
k) Preparing for the annual audit, complying with audit procedures including accounting for
and receipt of consortium funds, following county policies and procedures.
Bayfield County shall be entitled to reimbursement for these indirect costs incurred in performing
these functions, which costs shall be included in the Consortium’s budget, as amended from
time to time in accordance with this Agreement. The formula for cost reimbursement shall be
established as part of the funding formula.
SECTION 8. MEMBER RESPONSIBILITIES
Each Member shall:
a) Utilize the Consortium 9-1-1 only in accordance with Consortium policies.
b) Designate three (3) people to serve as active voting representatives on the Board of
Directors.
c) Distribute Consortium data to non-members only in accordance with the adopted
Consortium data distribution policy.
d) Be responsible for contributing to the Consortium budget and expenses based on a cost
sharing formula on a quarterly basis as agreed with payment made on the first day of the
upcoming quarter.
SECTION 9. FINANCES
a) Contributions. Each party shall be responsible for contributing to the Consortium budget and
expenses based on a cost sharing formula established from time to time by the Members.
Any change in the formula may be made by a unanimous vote of the Board of Directors. The
initial approved cost sharing formula is attached in Appendix A. The most recently approved
cost sharing formula shall continue unless amended by unanimous vote of the Parties.
b) Records. Bayfield County, with assistance from the Consortium Director, shall maintain
financial records regarding Consortium operations and finances in accordance with
generally accepted governmental accounting standards, which records shall be available at
Bayfield County’s finance offices for inspection by any of the Parties during regular business
hours. The Director may facilitate some expenditures of individual members, (e.g., radio
equipment) which may not be part of the Consortium’s budget provided such assistance
does not detract from Consortium operations.
c) Invoices. Bayfield County shall invoice each Member thirty (30) days prior to the
commencement of each quarter for the next quarter’s service for its share of Consortium
costs based on the approved cost sharing formula. Quarters will begin January 1, April 1,
July 1 and September 1 of each year.
d) Payment. Members shall pay the said bills within thirty (30) days of receipt of an invoice for
the same.
e) Audit. Consortium financial records shall be audited on an annual basis by the outside
accountant used by Bayfield County for its other audits and the prorated cost based on total
expenditures and any other special fees or assessments unique to the consortium of such
audit shall be considered an operating expense of Consortium.
f) Fiscal Year. Consortium’s fiscal year shall follow the fiscal year of Bayfield County.
SECTION 10. CONSORTIUM DATA POLICIES
a) Policies and Procedure.
1. The Board of Directors shall develop and approve policies and procedures on the
following topics:
• Data distribution or disclosure to Consortium and nonmembers, including sales,
licensing, Freedom of Information Act (FOIA) request and data security.
• Operational efficiency
• Operation protocol
2. The policies and procedures shall be consistent with this Agreement.
b) Ownership.
1. Data supplied by individual Members shall continue to be owned by the individual
Member but may be utilized by the Consortium for Consortium purposes consistent
with this Agreement and the policies and procedures developed under the authority of
the Agreement.
2. The Consortium shall own 9-1-1/GIS data which the Consortium develops through
processing or altering of the original configuration of the data by the Consortium
software.
3. Any Member has the right to refuse to provide 9-1-1 data if required by federal or state
statute, court order, or local ordinance or contract predating this Agreement, and to
the limited extent necessary to preserve or recognize any statutory or common law
privilege.
c) Open Records and The Freedom of Information Act (FOIA). In the event that the Consortium receives an Open Records request which seeks data
owned by a Member, the Consortium Director shall respond to the said request in
accordance with the Freedom of Information Act and Wisconsin Open Records laws.
d) Other Disclosures to Non-Members.
1. Information protocols will allow disclosure of 9-1-1 data to third Parties required by
federal or state statute (such as the Freedom of Information Act, 5 U.S.C. § 552), local
ordinance or contract predating the Agreement, or court order (including a judicial
subpoena).
2. Information protocols will allow disclosure of 9-1-1/GIS data to third Parties to the
extent necessary to maintain 9-1-1 and related systems, and to perform law
enforcement and investigatory functions, prosecution, and defense of criminal cases,
defense of civil claims, and coordination with other government agencies (such as the
Attorney General).
SECTION 11. TERMINATION BY PARTIES
a) Withdrawal. A party may terminate its participation in this Agreement as of January 1, of
any year by giving written notice to Parties at least twenty-four (24) months prior to it taking
effect but in no case before May in an even year. This is to ensure adequate review by two
(2) county boards, with a new board elected in April of even years.
b) Failure to Budget. Notwithstanding any provision of this Agreement to the contrary, a Member may withdraw by giving prior written notice per the terms in 11a above indicating its intent to terminate its participation in this Agreement. In the event a member fails to authorize the full budget as approved by the Board of Directors, the difference shall be noted as a liability and incorporated into the settlement of assets upon termination.
c) Data Developed Prior to Withdrawal. A party terminating its participation in this Agreement
shall have the right to one (1) electronic copy of the data developed prior to the first
occurring of these dates: the date of Member termination or date of Member default.
SECTION 12. DISSOLUTION
It is the intent of the Parties to maintain Consortium as a continuing operation. However, should
any of the Parties elect to withdraw its participation in and support of Consortium, then
Consortium may continue in operation for the benefit of the remaining Parties if a minimum of
two (2) of the Parties elect to continue their participation.
SECTION 13. EQUIPMENT; USE AND OWNERSHIP; LOAN EQUIPMENT
All equipment purchased for the Consortium shall be purchased, utilized and disposed of by
Bayfield County and held in trust for Consortium use. It shall be recorded and identified by
Bayfield County as Consortium Agreement property, separate from other Bayfield County
property. Prior to dissolution of Consortium, all proceeds from the sale of any Consortium
Agreement property or data shall be devoted solely to the operation of Consortium. In the case
of a change in Lead Agency, Consortium property shall be transferred with the Lead Agency
function to the new Lead Agency.
Any Member agency may, with approval of the Board of Directors, loan property or equipment to
Bayfield County for the use of Consortium. Such property shall continue to be owned by the
member agency, and Bayfield County shall keep written records of such loaned equipment. If
the party owning the loaned equipment wishes to withdraw it from Consortium service, that party
may do so provided that, if in the opinion of the Consortium Director, the property is essential to
Consortium and requires replacement to ensure consistency and proper functioning of
Consortium, then such loaned equipment shall be withdrawn only after providing a reasonable
notice of withdrawal to the other Parties.
SECTION 14. RIGHTS OF TERMINATING PARTY TO CONSORTIUM ASSETS A party terminating its participation in this Agreement shall continue to maintain its financial
interest in all equipment purchased for the Consortium operation prior to the date of that
member’s termination. Such equipment or proceeds derived from the disposition of the
equipment shall continue to be used for the continued operation of Consortium until Consortium
is dissolved.
SECTION 15. DISPOSITION OF CONSORTIUM ASSETS UPON DISSOLUTION
Upon dissolution of Consortium, all assets held in trust by Bayfield County on behalf of the
Parties of this Agreement will be appraised by an agreed upon third party or by mutual
agreement of all parties of the agreement and sold and the proceeds, after deducting all costs of
sales and any unpaid liabilities and obligations relating to such assets or operating expenses of
Consortium, shall be divided among all Parties to this Agreement in accordance with the
proportion that the amount of funding of that party bears to the total during the period of time
from the date of membership until the date that Consortium is dissolved. Any one (1) or more of
the Parties shall have the right to purchase such assets at their fair market value prior to any
public sale. Such a fair market value shall be determined by unanimous vote of the Board of
Directors. If more than one (1) party wishes to purchase such assets or a particular asset for the
fair market value, the matter will be decided by lot. Any dissolution shall keep continued
emergency response as the top priority.
SECTION 16. INSURANCE
Bayfield County shall procure and maintain, during the term of this Agreement or any extension
thereof, sufficient property insurance to cover the replacement value of the Consortium
equipment and all equipment loaned to Consortium, against all direct loss or damage. The cost
of any such insurance shall be a cost of operating Consortium, to be borne by the Parties hereto
in the same manner as other costs in accordance with this Agreement. Bayfield County shall
procure and maintain liability, health, and worker’s compensation insurance for Consortium
operations in accordance with insurance purchase standards for its other operating departments.
The insurance shall name each member agency as additional insured under the liability policy
procured.
SECTION 17. LIMITATIONS OF PERSONNEL
No employee shall have authority to commit, obligate or bind any party hereto to any contract or
obligation unless specifically authorized by except as provided for in this Agreement.
SECTION 18. AMENDMENTS
This Agreement may be amended in writing at any time by mutual agreement of all the Parties to
the Agreement. Amendments shall refer to this Agreement and to subsequent amendments, if
any, on the same subject and shall specify the language to be changed or to be added. The
execution of any amendment shall be authorized by passage of an appropriate resolution or
other proper and lawful corporate action by the corporate authorities of each party.
SECTION 19. ADDITIONAL MEMBERS
New members may only be added to the Consortium by a unanimous vote of the Board of
Directors. New members shall pay an initial buy-in fee of one (1) year’s budget for that member
as an upfront payment. The new member fee shall be deemed nonrefundable.
New members shall agree in writing to all the terms of this Agreement before membership
becomes effective.
SECTION 20. EFFECTIVE DATE
This Agreement shall be effective as to each member on the commencement date executed in
the Agreement.
SECTION 21. NOTICES
Notices hereunder shall be provided personally, by return receipt email or by first class mail to
the [Agent/Administrative Officer] of each party and to the attorney representing each party in the
event no response is received with email. The date of the notice shall be the third day after the
date of mailing of notice is provided by mail. If the notice is provided by personal delivery, the
date of personal delivery is the date of the notice.
SECTION 22. COUNTERPARTS
This Agreement may be signed in several counterparts, each of which shall be considered an
originally executed agreement for all purposes.
SECTION 23. ENTIRE AGREEMENT
This Agreement (together with the other agreements and documents being delivered pursuant
to or in connection with this Agreement) constitute the entire agreement of the parties hereto
with respect to the subject matter hereof and thereof and supersede all prior agreements and
understandings of the parties, oral and written, with respect to the subject matter hereof.
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APPENDIX A
ASHLAND AND BAYFIELD COUNTIES 9-1-1 CONSORTIUM AGREEMENT PROPOSED ATTACHMENT A
Fiscal Year 2025 Fiscal Year 2026
January 1, 2025 –
December 31,
2025
01/01/26 -
12/31/26
Population Per Capita Per Capita
9-1-1 Consortium
Member 2022 Census Base Rate Per Capita Total Base Rate Per Capita Total
Ashland County
Bayfield County
The first two (2) years’ budget reflects the phased costs of bringing the PSAP online. Future budgets are expected to remain near the current level, plus annual inflation.
The parties have agreed to an equal (50/50) split of expenses. This may be adjusted after the first two (2) years based on call volumes after a standard call recording system is adopted for members.
INNOVATION FUND
The proposal would specify that counties and municipalities could apply in the form or manner
prescribed by the Department for innovation grant funding to implement innovation plans. After the
date that DOR notifies the Legislative Reference Bureau (LRB) that rules have promulgated for the
innovation grant program, local governments could begin to apply for innovation grants. Innovation
grants would be distributed in payments made each year during the three-year period consisting of the
first fiscal year that begins after the DOR notification to LRB, and the following two fiscal years.
DOR would be required to allocate innovation grant monies as provided in any agreement or contract. In
order for DOR to approve an innovation grant, a county or municipality would have to submit to DOR a
copy of a signed agreement or contract with a county, municipality, non-profit, or private entity to
which it is transferring one or more services or duties, and that agreement or contract must satisfy the
following conditions: (a) specifies the services or duties to be transferred; (b) transfers the specified
services or duties for at least twice the length of time for which innovation grant funds would be
provided; (c) indicates the cost to the county or municipality of providing the services or performing the
duties being transferred in the year immediately preceding the agreement or contract to transfer the
services or duties; (d) if applicable, specifies the cost to the county or municipality to which the service
or duty is transferred of performing each transferred service or duty in the year preceding the transfer;
(e) specifies the amount that the county or municipality will pay to the governmental, non-profit, or
private entity to which it is transferring the services or duties for the term of the agreement or contract;
and (f) specifies the allocation of grant moneys between counties or municipalities that are party to the
agreement or contract.
In addition, in order for DOR to approve an innovation grant, a county or municipality would have to
have provided all services or duties specified in any contract or agreement in the year immediately
preceding the year in which the services or duties are transferred under the agreement or contract. If an
innovation plan involves only counties and municipalities, the grant would be equal to 25% of the total
costs of providing the service or duties as outlined in the agreement or contract, excluding the costs
paid by the entity with the highest costs covered by the innovation plan in the year immediately
preceding the transfer of services. With regard to an innovation plan involving the transfer of a service
or duty to a nonprofit organization or private entity, the amount of the grant awarded for that plan to
be distributed in each year would equal 25% of the total costs of performing the transferred services
and duties in the year immediately preceding the transfer of the services or duties specified by the
county or municipality in the contract or agreement. Further, in calculating the total cost of providing a
service, the cost of wages, fringe benefits, training, and equipment associated with providing the service
could be included in the calculation.
DOR could only award a grant if the innovation plan indicates that the transfer of a service or duty will
realize projected savings of 10% of the total cost of providing the service or duty. Define "innovation
plan" as a plan submitted by a county to consolidate services with another county or a municipality, or a
plan submitted by a municipality to consolidate services with a county or another municipality.
Innovation grants may be provided for the consolidation of the following services: (a) public safety,
including law enforcement; (b) fire protection; (c) emergency services; (d) courts; (e) jails; (f) training; (g)
communications; (h) information technology; (i) administration, including staffing, payroll, and human
resources; (j) public works; (k) economic development and tourism; (l) public health; (m) housing,
planning, and zoning; and (n) parks and recreation.
If an innovation plan involves an entity that engages a volunteer fire protection or emergency medical
services, DOR would be required to determine and attribute fair market compensation for such services
in calculating the cost savings of that innovation plan. DOR would be required to promulgate rules
specifying the method for determining fair market compensation for the volunteer services.
Direct DOR to prioritize funding for innovation plans that attempt to realize savings for public safety, fire
protection, and emergency services, while maintaining the appropriate level of such services. After
awarding grants to priority applicants, allow DOR to award other counties and municipalities a prorated
share of the remaining amounts allocated to the innovation fund in each fiscal year.
Each applicant for a grant would be required to certify to DOR that the county or municipality shall
realize half of the projected savings under its plan no later than 24 months after receiving a distribution
for the grant or pay back a portion of the amount of the grant. Further, each applicant shall certify to
DOR that the county or municipality shall realize the full amount of the projected savings under its plan
no later than 36 months after receiving a distribution for the grant or pay back a portion of the
unrealized savings amount under the grant. DOR would be required to notify the Department of
Administration of (DOA) any county or municipality that failed to realize its required projected savings.
DOA would be required to withhold from the next innovation grant payment to the county or
municipality an amount equal to the difference between the amount of savings required to be realized
under plan and the actual amount of savings realized. Each year during the period in which grants may
be distributed, DOR would be required to audit at least 10% of all innovation grants for which at least 24
months have passed since the first distribution was received. For the same period, require DOR to
submit an annual report to the Joint Committee on Finance concerning all innovation grants, no later
than December 31 of each year.