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HomeMy WebLinkAboutAshland - Bayfield Consolidated PSAP Board - Agenda - 7/26/2023ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS Board of Directors Meeting 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 Bayfield County Sheriff’s Committee Meeting scheduled for 1:30 p.m. on Wednesday, July 26th, at the Bayfield County EOC. 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. Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 297 440 621 398 Passcode: gA3Fmd Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,222832254# United States, Eau Claire Phone Conference ID: 222 832 254# Find a local number | Reset PIN Learn More | Meeting options Contact Bayfield County Emergency Management at 715-373-6113 if you have access questions or email EM@bayfieldcounty.wi.gov if during the meeting. 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 1. Call to Order 2. Public Comment: Limited to 3 minutes per person, 15 minutes maximum. 3. Approval of minutes from the previous meeting 4. Project Manager Update 5. Discussion and possible action regarding the FY24 PSAP Grant Application 6. Discussion and possible action approving the proposed PSAP Budget, Request for Proposals, and Purchases 7. Discussion and possible action regarding the PSAP Director Job Description and hiring process 8. Discussion and possible action regarding Field Services Advisory Committee 9. Discussion and possible action regarding PSAP name and logo 10. Next meeting and agenda items 11. Tour of dispatch 12. Adjournment ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS Item 4: On July 21st, 2023, the State DMA gave final approval for the project and advised all of the special conditions listed in the grant award have been met. We have been approved to begin purchases. We will need to do a grant budget modification. While the state provided the entire funding that was requested, certain budget items were not approved. Therefore, we must provide a budget modification so we may utilize the undesignated funds towards specific areas of the project. The DMA grant project manager is checking on clarification as to if the project manager wages may be applied towards the local match. Two resolutions will be presented to the Bayfield County Board for approval on 7/25/23. The first supporting the FY24 PSAP grant applications and the second approving a budget amendment for grant- related purchases. (See attachments.) Item 5: Two FY24 PSAP grant applications are presented for approval. The first application is for the consolidation project and is for funding a new CAD system, the cost for the first year of the NEOGOV training portal, and continued consulting from Mission Critical Partners, the firm who provided the feasibility study and implementation plan. The second application is to upgrade the Bayfield County 9-1-1 call handling equipment, so it is ready for ESInet integration. Item 6: The proposed consolidation grant budget is currently as follows: Many purchases related to the consolidation should begin as soon as possible to ensure completion by ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS the grant closure deadline. Any work related to radios, call handling equipment, and IT hardware/software should begin immediately. It is recommended the Console Furniture and EMD Software purchase be put through an RFP process. Additionally, following the approval of the Budget Amendment resolution, Kim Mattson will provide an updated budget accounting report. Item 7: The final draft of the PSAP Director has been completed by Kris Kavajecz and has been attached for approval. The hiring process and timeline should be determined by the board. Item 8: As suggested in the Feasibility Study created by MCP, a Field Services Advisory Committee should be created for EMS, Fire, Law, and Emergency Management agencies in both counties to provide input regarding dispatch services and the consolidation process. Item 9: Many dispatchers in Ashland County and one in Bayfield County provided insight as to the PSAP identity. They feel it should be Ashland-Bayfield County Dispatch without shortening to ABC Dispatch is acceptable and will provide clarity for callers. The logo is ongoing, no suggestions have been received. ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS Minutes of the Board of Directors Meeting July 11, 2023, 1:30pm Meeting Held in the Ashland County Board Room, Ashland, WI The meeting of the Ashland - Bayfield Consolidated PSAP Board of Directors was called to order at 1:31 p.m. by the Project Manager, Meagan Quaderer. A roll call was taken as follows: Ashland County Administrator – Dan Grady; Bayfield County Administrator – Mark Abeles-Allison; Ashland County Board Member – Ron Sztyndor; Bayfield County Board Member – Larry Fickbohm; Ashland County Sheriff – Brian Zupke; Bayfield County Sheriff – Tony Williams. Total: 6 present. A quorum was present to conduct business. The following were also present for today’s meeting: Bayfield County Accountant - Kim Mattson; Bayfield County Human Resources Director - Kris Kavajecz; Bayfield County IT – Paul Houck; Bayfield County Chief Deputy – Andy Runice; Bayfield County Land Records Administrator – Scott Galetka; Ashland County IT – Taylor Foley; Ashland County Emergency Management Director – Christina Dzwonkowski; Bayfield County Emergency Management Director – Meagan Quaderer; Bayfield County Emergency Management Assistant – Maria Renz. Present Virtually: Bayfield County Corporation Counsel - John Carlson; Ashland County Financial Consultant - Mike K.; Ashland County Corporation Counsel - Max Lindsey; Ashland County GIS Coordinator – Brittany Goudos-Weisbecker; Ashland County Dispatch – Brenda Herlevi; Ashland County Dispatch – Michelle. 2. Intergovernmental Agreement Review with Corporation Counsel Bayfield County’s Corporate Counsel representative, John Carlson, suggested the quorum of this committee be four board members, with the possibility for three if talking outside of the committee without calling an open meeting. Carlson advised the accounting aspects of a joint dispatch may be challenging. Carlson recommends the Intergovernmental Agreement be ratified by both county boards. Ashland County’s Corporate Counsel representative Max Lindsey believes this is a good way to streamline operations into the board of directors who need to work well with the director. Lindsey suggests having a funding formula. Also, Lindsey suggests the director appointment needs to be approved by voting majority. Bayfield county Administrator Mark Abeles-Allison clarified that the Board of Directors will be involved in policy issues while the Consolidated ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS PSAP Director will run daily operations. Abeles-Allison advised Bayfield County will be county of record and PSAP staff will be Bayfield County employees. 3. Election of Officers Abeles-Allison nominates Larry Fickbohm as chair, Grady seconds. There are no other nominations. Motion by Abeles-Allison, seconded by Grady to close nominations and vote for Larry Fickbohm as Chair. Voice vote is unanimous. Motion Carried. Chair Fickbohm begins responsibilities and facilitates the meeting. Grady nominates Ron Sztyndor for Vice Chair, Abeles-Allison seconds. There are no other nominations. Chair Fickbohm closes the nominations and asks for the vote for Ron Sztyndor as Vice Chair. Voice vote is unanimous. 4. Project Manager Status Report Quaderer reports that she has been and will continue to send out weekly updates to everyone involved including the dispatchers. She sent the accepted award documents with updated information to the state Department of Military Affairs. The grant is currently being reviewed by the state Department of Military Affairs and we can continue with the process with the exceptions of purchases. The fiscal year 2024 grant is out and due by Aug. 1st, 2023. One more meeting is needed to discuss what to apply for. Abeles-Allison asked for grant considerations. Quaderer responded her suggestion would be a new CAD system. The current CAD will require an upgrade for next year. So, the options are to pay for the upgrade or purchase a new CAD, like Motorola Flex. One aspect of the CAD system to consider is the need for EMD to integrate, however, the current CAD does not integrate with 3rd party vendors. She recommends the purchase or discuss with the current vendor about improving third-party vendor interfaces. Quaderer also stated that an RFP is needed for new purchases. Another recommendation is an upgrade to the Bayfield County 911 Customer Premise Equipment (CPE) for the anticipated move over to the NextGen 911 system, ESInet. 5. Discussion and Possible Action, Accounting Standards and Budget Accounting format Kim Mattson reported that the Intergovernmental Agreement states to hold PSAP budgetary funds in a trust, so it will be hosted in a Fiduciary Fund. Currently she is tracking 30% of Meagan Quaderer’s wages in a separate account as they are related to Project Manager duties. Any purchases related to the consolidated PSAP will come out of the new account. Abeles-Allison believes that there are no shared expenses until after the consolidation. ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS Financial Consultant Mike Konecny. notified the board that someone must own it with one county having half interest. Carlson shared that this is not a separate legal entity, but since Bayfield County will be taking on the accounting of it, Bayfield County will cover the insurance of it. The 30% match will be split in half between both counties. Mattson was planning on using a portion of Quaderer’s, IT and GIS personnel wages towards the match. Mike Konecny advised Ashland County should have similar costs and should track costs related to the consolidation for grant match purposes. 5. Discussion and Possible Action to apply for 2024 DMA Consolidated Dispatch Grant Motion by Abeles-Allison, seconded by Grady, to have the respective Emergency Management departments create a proposed plan for the grant and present at the next meeting. Voice Vote unanimous. Motion Carried. 6. Innovation Fund Planning Mark Abeles-Allison advised the project may apply for the Wisconsin Department of Workforce Development Workforce Innovation Grant Program. This program may provide a rebate of up to 25% if the project shows a 10% reduction in operational costs. 7. Discussion and Possible Action Regarding 2023 Budget Mark Abeles-Allison discussed the current project costs and provided a list of items to be purchased with grant funds. Kim Mattson stated that when the state gives the approval we can start purchasing. Abeles-Allison would like a timeline created to be strategic with the purchases. Paul Houck advised we will need to contact the current 9-1-1 and non- emergency line providers to determine a timeline. Mark Abeles-Allison requested a proposed budget be created by the next PSAP Board Meeting. Dan Grady advised any expected overages must be approved by both county boards. 8. Discussion and Possible Action Regarding Entity Name Meagan Quaderer asked stakeholders to provide entity name ideas. Some of the ideas received were: Bay Area Dispatch - BAD dispatch Ashland-Bayfield County Dispatch - ABC dispatch Bay Dispatch It was suggested to stay away from using “Chequamegon” as it is difficult to spell and pronounce for anyone not from the local area. Tony Williams believes ABC Dispatch does not sound like an emergency 9-1-1 center and may mislead callers. ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS In addition to the name, a new Originating Agency Identifier (ORI) number will need to be assigned by the State Department of Justice for the new PSAP center. This is related to the system used by dispatchers to query names, license plates, and wanted persons/items. 9. Discussion Regarding Program Director Sheriff Williams and Sheriff Zupke discussed their desire to have the position filled right away. Sheriff Williams would like to work on the job description and salary in the next few weeks, post it for several weeks, and hire within 3 months preferably. One aspect to consider is having he Director able to integrate things now, gain insights of what works well from both counties, and help make major decisions including purchases and layouts. Sheriff Zupke agrees with Sheriff Williams. Meagan Quaderer suggested counties work with Mission Critical Partners to determine an appropriate wage and job description as they have access to national information for similar positions. 10. Next meeting and agenda items Next meeting will take place on July 26, at 1:30pm in Bayfield County’s EOC. 11. Tour of dispatch Did not take place due to the Board Room’s location in conjunction with the dispatch center. 12. Adjournment Chair Fickbohm adjourned the meeting at 2:54pm Chapter DMA 2 – PSAP Grant Program Application Form Eligible applicants should complete this form and submit with the required documentation to interop@widma.gov by the deadline specified in the Grant Announcement. If you are experiencing issues submitting your application, please call [608] 888-5501 for assistance. Section 1: Applicant Information A. Agency Name B. Physical Address C. Mailing Address (Leave blank if same as above) D. Main Point of Contact Name: Title: Email: Phone: E. Secondary Point of Contact (Must be different from above) Name: Title: Email: Phone: F. Signatory Official Name: Title: Email: Phone: Bayfield County 615 2nd Ave E Washburn, WI 54891 PO Box 423 Washburn WI 54891 Meagan Quaderer Director of Emergency Management meagan.quaderer@bayfieldcounty.wi.gov 715-373-6113 Mark Abeles-Allison County Administrator mark.abeles-allison@bayfieldcounty.wi.gov 715-373-6181 Mark Abeles-Allison County Administrator mark.abeles-allison@bayfieldcounty.wi.gov 715-373-6181 Chapter DMA 2 – PSAP Grant Program Application Form Section 2: Project Narrative A. Provide a summary of the proposed grant project(s) to be funded during the grant period. B. Provide a proposed timeline for your project(s), including proposed start/end date, anticipated purchasing process plan and implementation schedule. Timeline should not exceed June 1, 2025. C. Describe any planned NG9-1-1 coordination between the applicant and the Land Information Office within the applicant’s county. Coordination between PSAPs and GIS personnel will be essential to successful NG9-1-1 buildout. Bayfield County aims to upgrade their 9-1-1 CPE to be compatible with the integration with ESInet. This will include the labor and cost of installation and all required hardware and software for integration. This project is critical for two counties as both Ashland and Bayfield Counties are begininning a PSAP consolidation project. Both counties currently contract with Brightspeed for 9-1-1CAMA trunking, but both have signed contracts with AT&T for ESInet. Since moving forward with consolidation, both counties are working with the DMA & AT&T for the future of ESInet in Ashland and Bayfield counties. Proposed start date would be upon grant award with completion by December 31st, 2024. As Ashland and Bayfield Counties are in the process of consolidating their PSAPs, coordination with both the Bayfield County and Ashland County GIS teams is ongoing. Chapter DMA 2 – PSAP Grant Program Application Form Section 3: Proposed Project Budget A.Provide a narrative for the proposed budget. The detail provided in the narrative must be sufficient so that reviewers can interpret what each identified cost is and how costs were estimated or calculated in the budget details in Section 3B based on the vendor quotes provided. The narrative must also identify the source of the local match required. The budget may include multiple projects. Grant funds cannot be used for existing contracts or costs beyond the grant performance period. B. Budget Details. Based on the narrative provided in Section 3A, enter the grant costs into the associated cost categories below. The total in the last row should reflect the entire amount to be funded with both the state share and any required local share/match. The state and local share are automatically calculated based on the required percentage and total cost of the grant project(s). The budget may include multiple projects. Cost Category Item(s) Description – List all proposed grant funded items Total Cost Equipment Hardware & Software Advanced Training Consolidation or Other Services State Share: 90% of Total Local Share/Match: 10% of Total Total: The total cost of the project is $26,405.05 for Motorola to upgrade the current CPE. The match source will utilize local funds. Config/Staging Firewall System Management Project Management System Engineering Labor/Installation $ 26,405.05 $ 23,764.55 $ 2,640.51 $ 26,405.05 Chapter DMA 2 – PSAP Grant Program Application Form Section 4: Grant Project Sustainability Plan A. Provide a narrative for the proposed sustainment and maintenance of any grant-funded activities after the grant period has ended. Applicants must demonstrate that any projects that extend beyond the grant period will be sustained. B. Provide a narrative that demonstrates your regular operating budget will not decrease as a result of receiving this grant award. Bayfield County currently has 5 years left of a 7-year maintenance contract with Motorola and will continue to utilize local funds to pay for annual maintenance. The operating budget will not decrease as a result of reciving the grant award. The grant is strictly to upgrade current CPE. Chapter DMA 2 – PSAP Grant Program Application Form ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ Section 5: Standards Compliance Certification By signing this application form, the Applicant certifies, to the best of their ability, that the information provided below is true and accurate at the time of this grant application. The Applicant also certifies that the below basic training and service standards will be maintained during the grant period. The 911 Subcommittee may choose to audit any applicant based on the responses to these questions. Please review the statements carefully and check “yes” if the requirement has been met/will be maintained during the grant period and “no” if the requirement has not been met or cannot be maintained during the grant period. Yes No 1. The applicant is a Designated PSAP as required by Wis. Admin. Code DMA § 2.03. See FY24 PSAP Grant Announcement, Section 2.1 for additional details. Yes No 2. The applicant has a basic training program (either commercially available or in-house) that provides at least 40 hours of instruction to telecommunicator/dispatch staff. Yes No 3. The basic training program covers general knowledge and awareness of geography, population and demographics served by the applicant, including other emergency services agencies and their jurisdictions. Yes No 4. The basic training program provides an overview of the Incident Command System (ICS), National Incident Management System (NIMS), interoperable communications plans, and emergency operations plans. Yes No 5. The basic training program reviews procedures for: a) Accurately processing and relaying caller information b) Obtaining complete caller information c) Properly classifying and prioritizing requests for emergency services d) Processing available caller information to identify conditions that may affect safety e) Operating and responding to emergency alerts f) Processing and documenting records and operating records systems Yes No 6. The basic training program instructs telecommunicators in the appropriate use of emergency services terminology and the ability to communicate clearly in written and oral form, especially when relaying emergency information and communicating with the public. Yes No 7. The basic training program includes initial training in the applicant’s continuity of operations plans and provides annual refresher training to all telecommunicators on the applicant’s plans. Yes No 8. The applicant has implemented a policy that prohibits a telecommunicator from handling 9-1-1 calls without direct supervision until the telecommunicator has completed the basic training program. Yes No N/A 9. If any telecommunicators were hired prior to submitting this grant application, the newly hired telecommunicators were scheduled to begin the basic training program before the grant application deadline and will complete the program within 12 months of starting the training. Yes No 10. Any telecommunicators hired after submission of this grant application will begin basic training within 12 months of their hiring date. Yes No 11. The applicant has implemented Emergency Medical Dispatch (EMD) protocols at the agency or transfers EMD-related calls to a 3rd party provider. The EMD training organization used meets the standards set by the 9-1-1 Subcommittee. See FY24 PSAP Grant Announcement, Section 2.4. for additional details. 11.a. If yes to #11, enter the date in which EMD protocols were implemented at the agency or the date in which EMD-related calls began to be transferred to a 3rd party provider. If no to #11, skip to #12. Yes No 12. If no to #11, within 3 years of the first grant award under this grant program, the applicant will implement EMD protocols at the agency or contract to transfer EMD-related calls to an authorized 3rd party such as another PSAP that has implemented the required EMD protocols. If yes to #11, skip to #13. Yes No 13. The applicant agency receives both wireline and wireless 9-1-1 calls directly. 4 4 4 4 4 4 4 4 4 4 4 4 4 Chapter DMA 2 – PSAP Grant Program Application Form ☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐ Yes No 14. The applicant operates 24 hours per day, seven days per week. Yes No 15. A minimum of two telecommunicators are on duty and available to receive and process 9-1-1 calls while the applicant agency is in operation. Yes No 16. 90% of all 9-1-1 calls are answered within 10 seconds, and 95% of 9-1-1 calls are answered within 20 seconds. Yes No 17. The applicant has established a continuity of operations plan (COOP) that addresses all of the following topics: a) The PSAP’s operational processes that identify key communications and IT components. b) Any processes required to recover PSAP operations. c) Roles and responsibilities of a communications response team that may be deployed to restore PSAP operations. d) Employee training exercises necessary to implement and maintain the COOP. e) Interoperable communications planning and operations. f) A list of essential contacts, including PSAP and emergency services staff within the agency. g) Identification of any alternate operations site. (NOTE: This may also include any alternate routing agreements and procedures with outside jurisdictions capable of handling 9-1-1 calls from the PSAP in the event of system failure or facility abandonment.) Section 6: Additional Applicant Data Current 9-1-1 call handling equipment manufacturer and model When was the call handling equipment originally installed? When does your agency plan to replace the call handling equipment? Current 9-1-1 logging recorder manufacturer and model Current Computer Aided Dispatch (CAD) equipment vendor and model When was your CAD system last upgraded? Current Record Management System (RMS) manufacturer and model Number of answering positions/workstations Number of back up or remote answering positions/workstations Does your agency operate a back-up or disaster recovery location? Number of telecommunicators (on staff/vacant) / Who is your Geographic Information System (GIS) mapping provider? (in- house, another municipal agency, or name of vendor) If yes to #11 above, who is your EMD training provider? Section 7: Authorized Signature Signatory Official Printed Name Date Signatory Official Signature Motorola Callworks December 2020 December 2027 Eventide MediaWorks CODY 2017 CODY 3 Backup Radio Only Bayfield County has an agreement with Douglas County for backup Inhouse/BC Land Records NA. Will have by January 1, 2025 9FTE 4 4 4 4 Chapter DMA 2 – PSAP Grant Program Supplemental Funding Application Form Supplemental Funding Application Application Submission: Applications must be signed and emailed as attachments to interop@widma.gov by the application deadline of 11:59PM August 1, 2023. Emailed applications should be labeled with the subject “PSAP Grant Supplemental Application”. Guidance: If you were previously awarded funding under the FY23 PSAP Grant Program and are requesting supplemental funding, you must fill out this Supplemental Funding Form and attach any updated vendor quotes or contracts. The total amount requested for supplemental funding including the required local match must be equal to or greater than 10% of the applicant’s original total approved budget in their FY23 award. Agencies can only apply for supplemental funding for projects that were already approved in their FY23 Grant Award and require additional funding to complete. 1.Provide a narrative explanation of the supplemental funding required and how the new proposed budget differs from your previous grant budget. Name (Last, First) Title Agency Name Phone Number E-mail County/Municipality Grant Number from FY23 Total Grant Award from FY23 $ Total Additional Requested Funds $ Total Additional Requested Funds must be equal to or greater than: This field is auto generated* Project Main Point of Contact and Program Information: Quaderer, Meagan Emergency Management Director/Project Manager Bayfield County 715-373-6113 meagan.quaderer@bayfieldcounty.wi.gov Bayfield 2023-P140 833,330.00 920,310.50 CAD: During our feasibility study it was discovered that our CAD system is not adequate for the future needs of our consolidated PSAP. (see page 43-44) Originally, we had CAD added into our grant application prior to the initial denial. It was removed, however, so we could stay within the allowed budget. Training Portal: This portion of our original grant application was never included as we desired to stay within the allowed budget. Mission Critical Partners (MCP) Contractual Services: MCP is providing consulting services for the Consolidation Implementation Plan. This consultation continues to provide clear direction and has led to the continued success of this project. This cost is an additional add-on to the project. Ashland and Bayfield Counties paid for the full feasibility study and implementation plan prior to the grant period and will continue to work with MCP during consolidation. $ 83,333.00 Chapter DMA 2 – PSAP Grant Program Supplemental Funding Application Form 2.Provide a narrative explanation of why supplemental funds are necessary for the success of your grant project and how you will ensure you can still meet the 20% local match requirement if supplemental funding is approved. Based on the narrative provided in Section 1, enter the grant costs into the associated cost categories below. The total in the last row should reflect the entire amount to be funded with both the state share and any required local share/match. The state and local share are automatically calculated based on the required percentage and total cost of the grant project(s). The budget may include multiple projects. Cost Category Item(s) Description – List all proposed grant funded items Total Cost Equipment Hardware Software Advanced Training Consolidation or Other Services State Share: 80% of Total Local Share/Match: 20% of Total Total: Motorola Flex CAD Suite $886,091 NEOGOV Training Portal - 1 Year $9,219.50 Mission Critical Partners Consolidation Consulting $25,000 $ 920,310.50 $ 920,310.50$ 736,248.40 $ 184,062.10 CAD: The current CAD system does not interface with 3rd party vendors, such as EMD software. It also does not have adequate reporting for quality assurance purposes. Understanding that quality assurance and EMD is noted as port of the Applicant Eligibility, the supplemental funding request seeks to meet these requirements as well as increase efficiency of this newly consolidated PSAP. (see sections 2.2 and 2.4 as well as meeting Wis. Admin. Code DMA § 2.04) Training Portal: As part of the consolidation, we have many newly hired dispatchers and found this training portal to be necessary for the continuing education for the PSAP staff. This portal allows the director to create, track, and assign training modules. This system allows the director to maintain adequate training records for each dispatcher and will meet the Basic Training Standards as listed in section 2.2 and 2.3 of the grant eligiblity. Mission Critical Partners (MCP) Contractual Services: MCP is providing consulting services for the Consolidation Implementation Plan. This consultation continues to provide clear direction and has led to the continued success of this project. Chapter DMA 2 – PSAP Grant Program Supplemental Funding Application Form 3.List of Attachments: Signature _____________________________ Printed Name and Title of Signing Official (Lead Agency if part of a Joint Application) _________________________________ ____________________ Signature Date 1 - Bayfield County Motorola Flex Budgetary Quote 6.23.2023 2 - NEOGOV County of Bayfield WI Order Form 1 Bayfield County Sheriff’s Office Budgetary Price Proposal Date: 6/23/2023 Expiration: 9/23/2023 2 June 23, 2023 Meagan Quarderer, Emergency Management Director, Motorola Solutions is committed to providing our partners with a fully integrated solution to assist you in replacing your current system with better technology and more advanced functionality. The following benefits of Motorola Solutions as a company, and Flex as a fully-integrated software system, distinguishes our solution as both highly flexible, and reliable. ● Motorola Public Safety Technology Ecosystem – Motorola Solutions has created the first and only mission-critical ecosystem for Public Safety and Enterprise. This ecosystem facilitates the lifeline your safety and mission depend on. Our mission is to never stop advancing that lifeline. 3 ● Product Integration – We maintain a strong vision for integrated products across our full suite of software, with quality product offerings for call handling, dispatch, records and evidence management, radio communications, body worn cameras, video analytics and surveillance, and more. ● Quality Support – Flex customers enjoy easy access to support services that enable them to take advantage of continually improving technology for the lifetime of our partnership. Our support department utilizes a simplified two-tier support structure, which allows us to answer more support questions for more customers, directly – reducing waiting times and eliminating the frustration associated with complex multi-tier support structures. The system also includes built-in redundancy with a “back office” team that handles complex support questions, ensuring all of our customers that their support inquiries will be resolved in a timely manner, and reducing multiple layers of escalation. As a standard business practice, our support agreement also includes software version updates, enhancements, and bug fixes. The following graphic depicts our simplified support structure: ● Full Suite Offering – The unique integration of the full Flex suite offering (CAD/Mobile/Records/ Jail/Civil) enhances user efficiency, featuring a unified, single- Command Center Software Video Security and Analytics Mission Critical Communications Vesta 911 CommandCentral Suite Spillman Flex PremierOne APX Radios (including APX Next) XPR Radios MCC7500 Avigilon VMS Vigilant ALPR Database WatchGuard Body/Dash Cameras Back Front Customer Customers connect directly to support representatives Additional support is available as needed 4 source database that shares data among all system modules, and is accessible through a single sign-on design. ● Strong Commitment – We offer our customers a safe investment, with industry experience that goes back over 90 years, and will continue forward for even more years to come. We guarantee that our products will be serviced for a minimum of 10 years, leaving no risk of an operational halt. ● Site License – Flex customers enjoy full scalability, with site licenses that accommodate an unlimited number of end users. As a result, our customers are unconcerned about agency growth, and expanding user needs. Site License One-Time Only Cost Unlimited Users Scalable for Growth System-Wide Access 5 ● Comprehensive Implementation and Training – The Flex implementation teams have extensive regional experience, and focus specifically on given regions to ensure quality of service and focus on each customer agency. While agencies may be purchasing multiple products from Motorola (Flex, PremierOne, CallWorks, etc.), our single implementation team provides a single point of contact throughout the duration of the implementation. This streamlines the implementation, saving agencies time and labor. Our approach to training ensures that our customers have an optimal understanding of how to maximize their use of the Flex solution. We conduct on-site end user training that consists of classroom instruction, written exams, practice exercise, and interactive discussion forums. Our training philosophy focuses on giving users and administrators the ability to own their use of the system, promoting independence and optimal use. ● Strong Implementation Record – The Flex implementation team has maintained an unprecedented success rate for new system implementations. Our comprehensive approach to implementation leverages our in-house project management and data conversion services, our hardware installation partners, and our exceptional training staff, allowing agencies to maintain their community safety operational tempo during new solution implementation. In-house data conversion and server installation 6 ● Our comprehensive approach to implementation has helped our team achieve success with more than 2,400 customers nationwide, as shown below: NA Flex Customers 153 49 8 32 2 47 43 275 9 2 46 51 76 21 3 3 166 26 107 8 6 5 2 4 121 10 57 40 18 14 6 62 9 229 72 6 20 2 32 161 107 39 13 > 150 51 - 150 20 - 50 < 20 0 7 ● From a County Sheriff’s Office level, we’ve achieved success with half of all Wisconsin county customers: Wisconsin Flex Customers by County Thank you for taking the time to let us demonstrate our solution and offer the following quote. The following pages include detailed product descriptions and an initial price quote for our Flex solution based on our discussions. Please do not hesitate to contact me about our company, solutions, or this document. I look forward to further discussions on how Motorola Solutions can help you meet your community safety needs. Sincerely, Phil McCarragher Cell: 608-630-5250 Email: Phil.McCarragher@MotorolaSolutions.com 8 Pricing Summary This quote includes an overall cost estimate for your agency. Features of this quote include: ● First-year (12 months) maintenance and warranty coverage, which begins at Go-live. ● Upgrades and enhancements included as part of annual maintenance, as a standard business practice. ● All travel and per diem costs for implementation, installation, project management, and training. No hidden fees. Solution Price Computer-Aided Dispatch Suite, RMS, JMS, and Mobile Software $830,091 Data Conversion $91,000 Hardware (server, networking equipment) $TBD Professional Services Included Warranty / 1st year maintenance and support Included Subtotal Solution Cost: $921,091 Existing MSI Customer discount $35,000 Grand Total: $886,091 2nd Year Maintenance: $78,316 Not Included *Note: While the items below are not included in this quote (unless otherwise specified), Motorola Solutions can work with our partners to provide them, based on further discussions of your agency’s exact needs. ● Networking hardware and any required workstations unless listed in the price table above ● Third party software requirements ● Any applicable taxes 9 INCLUDED MODULES Computer-Aided Dispatch CAD ● Allows dispatchers to manage calls for individual and multi-jurisdictional agencies, reducing response times and facilitating coordination within and between agencies ● Full integration gives dispatchers access to data from anywhere in the system, saving time and reducing liabilities by eliminating duplication and redundant data entry E9-1-1 Interface ● Enables dispatch centers to pinpoint cellular call locations, reducing the time required to assign units and respond to calls ● Provides integration by populating ANI/ALI automatically into the Flex CAD solution ● Includes Etherlite TCP/IP Connection Hardware ● Works with Windows, UNIX, or Linux for adaptability ● Minimizes Ethernet traffic by multiplexing all serial ports into a single TCP/IP session CallWorks/VESTA ● CallWorks CallStation Combines call handling, mapping, and reporting into a single platform allowing personnel to manage voice, text-to-9-1-1 calls and mapping from a single workstation ● VESTA provides data integration, callback features, a user-friendly interface, and analytics that help streamline decision-making, reduce response times, and increase efficiency CAD Mapping ● Gives users access to location and call information through full integration with Flex CAD ● Saves dispatchers time and helps them streamline their work by quickly and easily dispatching units with drag-and-drop functionality AVL ● Tracks the location of all units in real-time through Global Positioning System (GPS), saving time in resource allocation and response times ● Keeps a detailed history of locations for incident history and units, reducing agency liability and reinforcing a culture of accountability (compliant with NMEA standards) Response Plans ● Enables agencies to define units that will respond to a law, fire, or EMS call at a specified alarm level, saving dispatchers time in critical situations Rapid Notification ● Sends real-time Call information to users by enabling them to send emails or texts, based on-call nature, to smartphones, faxes, or a network 10 Quickest Route ● Allows users to determine units with the fastest routes to an incident, reducing response times ● Calculates total drive time to reach a call, and allows users to view the ideal route, reducing response times by helping first responders avoid traffic and route closures Spillman Touch (Smartphone App) ● Provides access to dispatch information, connecting first responders to the information they need to prepare for a situation ● Receives call assignments using a mobile device, simplifying the dispatch process Response Plans ● Enables agencies to define the agencies and units that will respond to a law, fire, or EMS call at a specified alarm level Records Management Law Records (RMS) ● Easy report generation on crime analysis, presentation, and archiving saves time and reduces effort for agency personnel ● Reduces errors and duplicate data entry through full integration with the rest of the Flex modules ● Enhances situational awareness along with investigator and officer safety through automatic visual alerts IBR Reporting ● Enables agencies to compile detailed, organized crime summary and activity information such as offenses, arrests, and law incidents for submitting IBR reports that meet state and federal standards ● Automatically retrieves data from the Flex system for report generation, saving time and eliminating any manual or redundant efforts to create these reports Traffic Information (Citation and Accident Table) ● Organizes and delivers consistent, accurate data for shaping sound traffic safety procedures ● Captures all citation and accident information, enabling proactive decision-making ● Integrates with analytical tools (e.g., Pin Mapping, LexisNexis or CompStat) and state-specific citation and accident products Evidence Management ● Maintains an organized, complete and accurate chain of custody for all evidence received ● Provides a complete evidence history, detailed evidence data, and displays evidence custody for completed and closed cases in barcode lists ● Vault Integration utilizing Microsoft Azure Government Cloud for Digital Evidence Management Offender Tracking ● Manages, organizes, and tracks critical SORNA-compliant sex offender data 11 ● Allows agencies to track various offender types and dispositions such as registration end dates, additional IDs, etc. Civil Process ● Enables agencies to organize and track the receipt, service, and return of service for all types of civil processes ● Enables personnel to print service worksheets, returns, and statements of process from a civil process record, saving time and simplifying workflows Personnel Management ● Stores and organizes all information in a central repository for easy access ● Prevents redundant entry of information based on system-wide integration, saving users time and preventing duplicate records Jail Management Jail Management (JMS) ● Saves time with streamlined inmate booking that provides step-by-step functions and seamless integration with Flex Records Management ● Provides detailed assessments that aid in decision-making regarding supervision and medical care ● Keeps detailed logs of inmates and jail personnel involved in events, and increases safety with inmate flags that allow jail personnel to send important inmate updates to one another Inmate Tracking ● Allows users to track inmates as they change locations within the jail, reducing the risk of conflict and organizing inmate location data ● Provides a warning when restrictions are violated, allowing jail personnel to respond quicker and reduce the potential for conflict inside the jail Mobile Data Computing Voiceless Dispatch ● Connects dispatch personnel with field personnel through status updates and the ability to add/view all comments Mobile Mapping and AVL (Quickest Route) ● Enables customization for easy viewing, saving time and reducing effort during resource allocation ● Leverages Esri® technology to calculate routes, reducing effort and saving time for first responders and dispatchers ● Streamlines route calculation through extensive user options, saving time for first responders and enhancing situational awareness Mobile State Crash Form ● Enables agencies to create and complete crash forms electronically, saving time and organizing crash information in the Flex system Mobile State eCitation Form ● Enables agencies to create and complete citation forms electronically, consolidating records in the Flex system and saving officers time 12 Spillman Touch (Smartphone App) ● Enables personnel to access vital CAD, Records, and master table information on the go, reducing response time as first responders can focus on getting to the scene ● Allows personnel to access crisp, high-resolution maps and other organized mobile data Mobile Arrest Form ● Integrated with the Mobile Field Report, and completed as part of a related incident record, the Mobile Arrest Form organizes arrest data and saves officers time by populating arrest dat into the Flex system ● Users can finalize and save prior to completing the field report, allowing them to focus on their surroundings without losing data ● Integration with CommandCentral Jail Mobile Field Report with Field Interview (AFR) ● Users can easily navigate fields and drop-down menus using either a touch-screen monitor or keyboard and mouse to record data and conduct field interviews, saving time ● Enables officers to quickly complete forms from their patrol vehicles, eliminating the need to return to the station ● Contains large fields that are easy to navigate with a touchscreen monitor, keyboard, or mouse, streamlining the navigation process and saving time Mobile Records ● Empowers personnel with universal data access, simplifying the search process in the field ● Mobile personnel can search for records in multiple places without leaving the vehicle or requesting dispatch assistance, saving time and effort Mobile State & National Queries ● Allows users to perform state and federal searches simultaneously, saving time by requiring only one query ● Returns include alerts on records containing warnings, and are delivered audibly as well as with visual highlights, appealing to each officer’s most effective mode of notification and saving time Interfaces StateLink Interface ● Integrates agencies with state, national, and other external databases for better coordination InSight Interface ● Integrates agencies by enhancing data sharing initiatives through secure, real-time queries of local agency records ● Enables agencies to connect and collaborate more effectively, regardless of public safety software vendor 13 Professional Services Project Management ● PMI-certified project managers (PM) provide comprehensive implementation supervision, saving agency personnel time and streamlining the implementation process ● Projects include kickoff meetings, business process reviews (BPR), pre-implementation meetings, onsite/project/end user training, and go-live assistance Internal Kickoff Meeting ● Agency and Motorola Solutions personnel review contracts, ensure preparation, and focus on the transition to the new software ● PM, sales representative, training manager, and installation manager ensure comprehensive communication, and facilitate a smooth transition from Sales to Project Management Business Process Review ● Implementation Analyst (IA) conducts initial business process review (BPR) and administration training on all purchased products, facilitating a smooth implementation and saving agencies time ● IA also serves in a lead trainer capacity as required to ensure training continuity and save time Onsite Pre-Implementation Meeting (PIM) ● PM conducts an overview of the proposed timeline, training schedule, administrator duties, data entry standards, and workflow analysis ● PIM facilitates unified decision-making and provides a clear map to Go-live Installation ● Installation technicians install, test, adjust, and perform preliminary configuration of operating systems for Flex ● Manage server configuration, oversee core system installation, and coordinate installation of external interfaces to ensure proper functionality Onsite Training Meeting ● Training Coordinator prepares Flex trainers for unique agency needs, providing a customized training experience for end users ● A customized training experience ensures proficiency, saving time and reducing liability when the software is used in a live environment Project Team Training ● Flex implementation team provides an overview of the purchased application, and meets with agency personnel to verify the software’s ability to meet required functional expectations ● Project team training ensures agency project personnel are proficient and understand the software, saving time during the implementation process End User Training ● End user trainer provides classroom instruction, written exams, and supervised repetition of system use in a training environment ● End user training ensures proficiency, saving time and reducing liability 14 Go-live Assistance ● Project Manager and training personnel provide hands-on assistance before and after Go-live to ensure a successful transition to Flex Warranty / Maintenance / Support Updates, Enhancements, and Bug Fixes ● As a standard business practice, Motorola Solutions offers updates and enhancements with the annual maintenance cost ● Customers can take advantage of continually improving technology for the lifetime of the partnership ● Agencies are not required to update their solution when an enhancement is released, and Motorola Solutions supports Flex up to two versions back Warranty ● Provides ongoing software maintenance that includes updates, enhancements, bug fixes, and support services Support Services ● Includes toll-free hotline support, software support, bug fixes, first-year support, and software release updates ● Software is modified to fix identified bugs at no additional cost to the customer ● Conduct training in the Knowledge Center ● Submit support requests 24/7 and track their status from your MySpillman account 24/7 Support ● Flex support personnel are on-call 24 hours per day, seven days per week, including holidays to ensure that agencies can find resolutions to their problems during critical situations HUMAN RESOURCES MANAGEMENT SUITE for the public sector Exhibit A Order Form NEOGOV Customer: Governmentjobs.com, Inc. (dba "NEOGOV") 2120 Park Pl, Suite 100 El Segundo, CA 90245 United States billing@neogov.com Sales Rep: Thomas Cook Bayfield, County of (WI) 117 East Fifth Street P.O. Box 100 Washburn, WI 54891-0100 USA Quote Valid From: 7/11/2023 Quote Number: Q-11617 Quote Valid To: 12/31/2023 PaymentTerms: Annual,Net 30 Subscription Term in Months: 36 Employee Count: 208 Order Summary Year 1 Service Description Start Date End Date Term Price (USD) Learn Subscription 1/1/2024 12/31/2024 $8,585.50 Single Sign On Subscription 1/1/2024 12/31/2024 $634.00 Year 1 TOTAL:$9,219.50 Year 2 Service Description Start Date End Date Term Price (USD) Learn Subscription 1/1/2025 12/31/2025 $18,029.55 Single Sign On Subscription 1/1/2025 12/31/2025 $1,331.40 Year 2 TOTAL:$19,360.95 Year 3 Service Description Start Date End Date Term Price (USD) Learn Subscription 1/1/2026 12/31/2026 $18,888.10 Service Description Start Date End Date Term Price (USD) Single Sign On Subscription 1/1/2026 12/31/2026 $1,394.80 Year 3 TOTAL:$20,282.90 Year 1 Service Description Start Date End Date Term Price (USD) Learn Setup $3,000.00 Single Sign On Setup $1,500.00 Year 1 TOTAL:$4,500.00 ORDER TOTAL (USD) : $53,363.35 A. Terms and Conditions 1.Agreement. This Ordering Document and the Services purchased herein are expressly conditioned upon the acceptance by Customer of the terms of the NEOGOV Services Agreement either affixed hereto or the version most recently published prior to execution of this Ordering Form available at https://www.neogov.com/service-specifications. Unless otherwise stated, all capitalized terms used but not defined in this Order Form shall have the meanings given to them in the NEOGOV Services Agreement. 2.Effectiveness & Modification. Neither Customer nor NEOGOV will be bound by this Ordering Document until it has been signed by its authorized representative (the “Effective Date”). Unless otherwise stated in this Ordering Document, all SaaS Subscriptions shall commence on the Effective Date. This Ordering Document may not be modified or amended except through a written instrument signed by the parties. 3.Summary of Fees. Listed above is a summary of Fees under this Order. Once placed, your order shall be non-cancelable and the sums paid nonrefundable, except as provided in the Agreement. 4.Order of Precedence. This Ordering Document shall take precedence in the event of direct conflict with the Services Agreement, applicable Schedules, and Service Specifications. B. Special Conditions (if any). "Bayfield, County of (WI)" Signature: Customer_DS1 Print Name: CustomerName_DS1 Date: CustomerDate_DS1 Sales Quote Sales Quote:DG030923B FO/MSA #:N/A Date:03/09/2023 Customer Name:Bayfield Co WI NG9-1-1 Account Executive:Phil McCarragher - phil.mccarragher@motorolasolutions.com Summary of this Sales Quote: This sales quote provides pricing for an ESInet connection for the CallWorks Emergency Call Handling System in Bayfield Co, WI, as well as one (1) year of extended warranty and onsite maintenance. This quote includes the labor cost of installation and all required hardware, software, and configuration time. Coordination will occur between AT&T and Motorola for operational readiness testing (ORT). In accordance with the terms and conditions of this sales quote identified above between Bayfield Co, WI, and Motorola Solutions, Inc., the following items are being added: Qty Part Number Description 74 ECX400004 Config/Staging 2 ECX500011 Firewall 1 ECX800004 System Management 4 ECX700001 Project Management 1 ECX800001 System Engineering 1 ECX800002 Custom Services - Labor Installation 1 ECX900004 Onsite Maintenance, per year 1 ECX900005 Extended Warranty, per year (2-5) Payment Total & Payment Schedule for this Purchase: Payment Total: $26,405.05 Pricing is valid for 90 from Sales Quote Date. Sales Quote Purchase Order Requirements (Customer check one only) __ Purchase Order is issued and attached. __ No Purchase Order is required. Customer affirms that this ordering document is the only notice to proceed required, no further purchase orders will be issued against this order, and that funding has been encumbered for this order. Unless amended above, all other terms and conditions of the Original Contract shall remain in full force. If there are any inconsistencies between the provisions of this Purchase and the provisions of the Contract, the provisions of this Purchase will prevail. IN WITNESS WHEREOF the parties have executed this Sales Quote as of the last date signed below. Motorola Solutions, Inc. Customer By:By: Printed Name:Printed Name: Title:Title: Date:Date: Customer Shipping Address: Customer Billing Address: Resolution No. 2023-78 In Support of FY2024 PSAP Grant Application WHEREAS, On January 31st, 2023, Ashland and Bayfield Counties resolved to consolidate the Ashland and Bayfield County PSAPs into a consolidated dispatch center; and, WHEREAS, On May 30th, 2023, The Office of Emergency Communications awarded Bayfield County funding through the FY23 PSAP Grant; and, WHEREAS, Additional funding is needed for training, a more adequate and robust Records Management System (CAD) with 9-1-1 mapping capabilities, and NextGen911 readiness; and, WHEREAS, On June 16th, 2023, the Office of Emergency Communications announced the FY2024 PSAP Grant Application process was open and PSAPs are allowed to apply for supplemental funding for FY23 projects; NOW THEREFORE BE IT RESOLVED, that the Bayfield County Board of Supervisors, assembled this 25th day of July, 2023, does hereby support the FY2024 PSAP Grant Supplemental Funding application in the amount of approximately $950,000 and recognizes the grant requires a 20% match of local funds. By Action of the: Bayfield County Board of Supervisors ____________________________________________ Dennis M. Pocernich, Chair STATE OF WISCONSIN ) ) ss. COUNTY OF BAYFIELD ) I, Lynn M. Divine, Bayfield County Clerk, hereby certify that the foregoing is a true and correct copy of Resolution No. 2023-78, Volume 29, adopted by the Bayfield County Board of Supervisors at their meeting held on the 25th day of July, 2023. Lynn M. Divine, Bayfield County Clerk Resolution No. 2023-81 PSAP Consolidation Budget Amendment 2023 WHEREAS, On May 1st, 2023, Bayfield County in conjunction with Ashland County, applied for the FY23 DMA PSAP Grant; and, WHEREAS, On May 30th, 2023, the Department of Military Affairs Office of Emergency Communications awarded Bayfield County funding for a project total of $833,330, which $133,332.80 (14%) is required for a local match to be split between Ashland and Bayfield Counites; and, WHEREAS, the grant project has a required completion date of December 31st, 2024; and, WHEREAS, to meet the completion deadline, purchasing related to the PSAP grant must begin to ensure timely arrival of equipment; NOW THEREFORE BE IT RESOLVED, that the Bayfield County Board of Supervisors, assembled this 25th day of July, 2023, does hereby authorize that the 2023 Budget be amended as follows: PSAP Consortium (Joint Dispatch) Increase Fund Balance Applied 100-00-49301 by $ 66,667 Increase Transfer to 242 100-00-59200-50998 by $ 66,667 Increase Grant Revenue 242-16-43520 by $699,997 Increase Ashland Co Reimb. 242-16-47320 by $ 66,666 Increase Transfer from Other Funds 242-16-49201 by $ 66,667 Increase Equipment 242-16-52606-50810 by $506,690 Increase Contractual 242-16-52606-50290 by $217,134 Increase Capital Improvements 242-16-52606-50820 by $ 99,671 Increase Office Supplies 242-16-52606-50310 by $ 9,835 By Action of the: Bayfield County Board of Supervisors ____________________________________________ Dennis M. Pocernich, Chair STATE OF WISCONSIN ) ) ss. COUNTY OF BAYFIELD ) I, Lynn M. Divine, Bayfield County Clerk, hereby certify that the foregoing is a true and correct copy of Resolution No. 2023-81, Volume 29, adopted by the Bayfield County Board of Supervisors at their meeting held on the 25th day of July, 2023. Lynn M. Divine, Bayfield County Clerk BAYFIELD COUNTY JOB DESCRIPTION _______________________________________________________________________ 1. DEPARTMENT: Emergency Communications Center _____________________________________________________________ 2. EMPLOYEE NAME: _____________________________________________________________ 3. POSITION TITLE: Emergency Communications Center Director 4. POSITION PURPOSE: Responsible for planning, directing and administering the overall operation of the Ashland-Bayfield County Emergency Communications Center (ECC). This consolidated center is governed by the Ashland-Bayfield County Emergency Communications Center Board and serves all law enforcement, fire and EMS agencies in Ashland and Bayfield counties. This is not a law enforcement position. 5. QUALIFICATIONS: • Bachelor’s Degree in Criminal Justice, Public Administration or related field with at least two (2) years recent full-time experience in a Telecommunication/911 center -OR- Associates degree and at least five (5) years of recent, full time experience in a Telecommunication / 911 center -OR- High School diploma and at least ten (10) years of recent, full time experience in a Telecommunication or 911 center required. • Minimum of one year of supervisory experience. Supervisory experience in a communications center or public safety answering point preferred. • A valid driver’s license required. • Must be eligible for and achieve certification in Emergency Medical Dispatch (EMD) and Transaction Information for the Management of Enforcement (TIME) system within six months of hire. Current certification preferred. • Successful completion of ICS-100, 200, 300 and 700 within one year of employment. Current completion of applicable ICS series preferred. • Ability to type a minimum of 40wpm. 6. KNOWLEDGE, SKILLS, AND ABILITIES: • Knowledge of federal and state constitutions, state law, and county ordinances, and FCC rules and regulations. • Knowledge of policies and procedures governing the operation of the Communication Center. • Knowledge of law enforcement techniques and procedures. • Knowledge of general management principles. • Knowledge of office record keeping and CAD systems, Microsoft operating systems and applications. • Knowledge of Ashland and Bayfield County radio and radio tower systems. • Ability to read maps (computer and/or paper) and quickly identify locations. • Knowledge of the 9-1-1- system and all equipment involved. • Working knowledge of computers, door, camera controls, and other equipment used in the Communication Center. • Ability to understand and follow oral and written instructions. • Ability to perform data entry proficiently. • Ability to prepare accurate and complete reports. • Ability to work under pressure, exercise good judgment, and make sound decisions in emergency situations while effectively dealing with irate citizens. • Ability to deal courteously and communicate effectively with public, officers, and staff. • Ability to interview and gather facts from complainants and/or victims in an appropriate manner. • Ability to read and interpret statutes, ordinances, and regulations. • Ability to use county office equipment and programs, including but not limited to: email, telephone, computer, photocopier, printer, fax and Microsoft Office programs • Ability to maintain regular, consistent and reliable attendance. • Ability to learn and become familiar with the geographic layout of Ashland and Bayfield Counties. 7. EXAMPLES OF DUTIES: A. Information Systems/Technology/Infrastructure 1. Utilize a wide variety of specialized computer systems and equipment. 2. Access authorized State and National law enforcement computer systems. Coordinate National Crime Information Center (NCIC) and Crime Information Bureau (CIB) training and certifications. 3. Serve as subject matter expert on all communications systems, including radio, towers, data, phone, VoIP, and other methods of communications. 4. Act as primary point of contact for service provision equipment/system problem resolution. 5. Manage all follow up with any service providers to ensure any automatic number identification / automatic location identification (ANI/ALI) issues are resolved. 6. Make needed changes to Graphic User Interface (GUI) for the Communication Center. 7. Regularly review the 9-1-1 system data for unusual calls, such as abandoned, misrouted, wrong agencies in the Emergency Services Number (ESN) etc. 8. Work with County GIS personnel to ensure databases, mapping system, and related infrastructure is properly maintained and updated. 9. Ensure that the equipment and communication systems in the primary ECC (Bayfield County) and back-up ECC (Ashland County) locations are functional. 10. Responsible for the maintenance of all 911 telecommunication lines. 11. Coordinate with Ashland and Bayfield County Emergency Management Offices related to radio, repeater, tower and related infrastructure to ensure the efficient operation of the ECC. 12. Assist with RFPs, Contracts, MOUs and other agreements related to equipment and technology utilized by the ECC. B. Personnel Administration 1. Foster a positive organizational culture through behavior, demeanor and example. 2. Provide coaching, leadership, and mentorship to ECC staff. 3. Coordinate training, certification, recertification, and development of ECC staff including new employees, short-term, and long-term training needs. 4. Develop and monitor the ECC shift schedule ensuring proper coverage. 5. Ensures personnel understand policies and procedures. 6. Participate in the hiring, promotion, evaluation, discipline, or discharge of ECC staff in accordance with current county policy and procedures. 7. Manage quality control and ensure dispatcher proficiency. 8. Attend training programs as required to keep current on issues affecting ECC operations. C. Interagency Awareness/Public Relations 1. Coordinate public education and public relation appearances. 2. Record and research all complaints from citizens and user agencies. Use independent judgment in making recommendations to effectively resolve the complaints. 3. Serve as liaison with law enforcement, fire/EMS user agencies. 4. Work with user groups to review and recommend changes in policies and procedures. 5. Coordinate with other agencies to ensure necessary exchange of information for maintaining 9-1-1 system. 6. Attend meetings as required to represent the Communications Center. D. Administration 1. Develop and recommend operational policies and procedures for the ECC and forward them to the Ashland-Bayfield County ECC Board for review and approval. 2. Manage the daily dispatch operations of the communication center according to policies, procedures, and regulations. 3. Recommend, develop, implement and review standard operating procedures including training protocols. 4. Prepares, submits and administers the annual budget for the ECC. Work collaboratively with county administration and the Communications Center Board regarding the ECC budget. 5. Prepares operational reports and records as requested. 6. Assist in writing grants for additional funding and improvements. 7. Compile statistics on ECC activity. Utilize this information and data to plan, organize, and implement program changes in the ECC as required. 8. Maintains complete and accurate records of all 9-1-1 systems transactions, adjustments, resolutions, etc. as necessary and appropriate. 9. Monitor and forecasts trends in dispatch and industry operations, developments, and needs. Make recommendations for improvements or changes. E. Dispatching 1. Receives calls of need or distress and dispatches necessary agencies, manpower, and/or equipment needed to handle the complaint or report. 2. Receives emergency calls, determines the nature and location of emergency and services provided. 3. Coordinates emergency responses and personnel to include fire department, first responders, rescue vehicles, wrecker services, and ambulance. 4. Responds to inquiries and complaints from the public. 5. Provides motor vehicle checks as requested by officers. 6. Provides information to officers and other law enforcement agencies on records of stolen autos and wanted fugitives. 7. Coordinates sirens and public alert systems as needed. 8. Monitors closed circuit cameras and alarms located in the Communication Center. 9. Dispatches other personnel as needed to assist with inmate problems or disturbances and other duties as assigned by a supervisor. Monitor all system equipment and resolve system alarms. 10. Records all services on CAD (Computer Aided Dispatch) and enters information in the Records Management System. 11. Records radio communication transmission on the CAD. 12. Records other communication received or dispatched as appropriate. 13. Enters warrants, articles, and missing persons into the CIB (Crime Information Bureau) computer system. 14. Monitors and answers incoming telephone lines. 15. Monitors and answers 911 telephone lines. 16. Monitors and operates CAD and the Records Management System. 17. Operates the TIME computer system on criminal and traffic information. 18. Serves as Time Agency Coordinator (TAC) Administrator. 19. Coordinates the warrant management program. 5 8. Physical Requirements: A. May require sitting in one location for extended periods of time. B. Extensive keyboard entry. C. Extended periods of time viewing multiple computer monitors. D. Ability to hear and distinguish various ring tones. E. Occasional lifting of 30 pounds or less. F. Must be able to hear effectively and speak clearly on a telephone and over radio. G. Mobility sufficient to move unassisted throughout the communication center and to evacuate the building if necessary. H. Eyesight sufficient to read text, corrected or uncorrected from a variety of sources. 9. Title of Immediate Supervisor: Bayfield County Administrator and 911 Board 10. Nature of Supervision Exercised Over Employee’s Work: Indirect 11. Titles and Numbers of Persons Supervised by Employee: 911 Emergency Center Staff. 12. Nature of Supervision Exercised by Employee: Direct 13. Contacts with Public-Nature of and Frequency: Frequent by all means of communication. 14. List the Date the Employee Began Service in the Department and the Previous Position(s) Held, Including Dates and Title for Each Position 15. Date ___________________ Employee’s Signature ____________________________ 16. Certification of Accuracy of Foregoing Statements and Additional Information or Comments on Employee’s Duties Date ____________ Title ___________ Supervisor’s Signature ____________________