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Home My WebLink AboutAshland - Bayfield Consolidated PSAP Board - Agenda - 1/24/2024ASHLAND – BAYFIELD CONSOLIDATED PSAP BOARD OF DIRECTORS Board of Directors Meeting Ron Sztyndor - Vice Chair Larry Fickbohm – Chair Dan Grady Mark Abeles-Allison Brian Zupke Tony Williams *** AGENDA *** Dear Board Members: This leter is writen to inform you of the Bayfield County Sheriff’s Commitee Mee�ng scheduled for 11:00 a.m. on Wednesday, January 24th, at the Bayfield County Board Room. This mee�ng will be held in-person and remotely. Supervisors and the public will be able to par�cipate in the Mee�ng in person or via voice either by using the internet link or phone number below. Microso� Teams mee�ng Join on your computer, mobile app or room device Click here to join the meeting Mee�ng ID: 296 253 901 357 Passcode: FrVjoF Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,104139776# United States, Eau Claire Phone Conference ID: 104 139 776# Find a local number | Reset PIN Learn More | Meeting options Contact Bayfield County Emergency Management at 715-373-6113 if you have access ques�ons or email EM@bayfieldcounty.wi.gov if during the mee�ng. Any person wishing to atend who, because of a disability, requires special accommoda�ons, should contact the County Clerk’s office at 715-373-6100, at least 24 hours before the scheduled mee�ng �me, 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 mee�ng minutes 4. Closed Session: The Board may entertain a mo�on to move in and out of Closed Session pursuant to §19.85(1) (c) Considering employment, promo�on, compensa�on, or performance evalua�on data of any public employee over which the governmental body has jurisdic�on or exercises responsibility. Discussion and Possible Ac�on Regarding: a) Approval of closed session minutes from previous mee�ng b) PSAP Director Interviews 5. Reconvene into open session 6. Project Manager update Ashland – Bayfield Consolidated PSAP Board of Directors Minutes of the Board of Directors Meeting January 11, 2024, 11 am Ashland County Board Room The meeting of the Ashland - Bayfield Consolidated PSAP Board of Directors was called to order at 11:06 a.m. by Larry Fickbohm. A roll call was taken as follows: Ashland County Administrator – Dan Grady; Ashland County Board Member – Ron Sztyndor; Ashland County Sheriff – Brian Zupke; Bayfield County Administrator – Mark Abeles-Allison; Bayfield County Board Member – Larry Fickbohm; Bayfield County Sheriff – Tony Williams. Total: 6 present. A quorum was present to conduct business. The following were also present for the meeting: Bayfield County IT – Paul Houck; Ashland County IT – Taylor Foley; Bayfield County Emergency Management Director – Meagan Quaderer; Bayfield County Emergency Management Assistant – Maria Renz; Ashland County Emergency Management Director – Christina Dzwonkowski; Ashland Fire Director – Stuart Matthias; EMS Liaison – Laurie Gucinski. Present Virtually: Ashland County Dispatch – Mark Hill; Ashland County GIS Coordinator – Brittany Goudos-Weisbecker; Bayfield County GIS Coordinator – Scott Galetka; Butternut Fire Chief – Donald Christian; Tribal Operations Manager – Chris McGeshick. 2. Public Comment: Limited to 3 minutes per person, 15 minutes maximum. No public comment. 3. Approval of minutes from the previous meeting Motion by Sztyndor, seconded by Grady to approve the Minutes of the Ashland - Bayfield County Consolidated PSAP Board of Director’s Meeting held on December 12, 2023. Motion carried, 6-0. 4. Discussion and Possible Action regarding selection of the console furniture vendor proposal. Dispatchers unanimously preferred the Xybix proposal due to the proposed layout, the rising desks, and the kitchen update. Watson did not include the rising desks, the additfonal storage requested, any kitchen update, lightfng, fans, and had a poor layout. Quaderer requested an updated proposal to include the storage and kitchen update from Watson, however, at this tfme it was not provided. Abeles-Allison requested the minutes to show that Watson came in as the lower bid but did not include all the additfonal storage while Xybix’s higher bid included everything as requested in the RFP. Motion by Williams, seconded by Abeles-Allison to approve the Xybix Furniture proposal quoted at $138,635.83. Motion carried, 6-0. Ashland – Bayfield Consolidated PSAP Board of Directors 5. Discussion and Possible Action regarding CAD RFP Quaderer reports that the CAD RFP was created in a joint effort and sent to everyone on the board. Page 10 has the most details specific to our needs, especially needs for interface, mapping system and geographic database were just added. The standard wait is 40-60 days for a response, it was decided to go with 60 days for a due date. There is an 18–24-month implementatfon tfmeframe which includes transferring the last five years from our cad. Quaderer is requestfng for this RFP to be approved to go out today. Motion by Williams, seconded by Sztyndor to approve and publish the proposed CAD RFP. Motion carried, 6-0. 6. Discussion and Possible Action regarding the approval of the Heartland Business Systems quote for the CAD & 9-1-1 systems server upgrade. Houck states this quote is everything we need to run the system today; this will house our current CODY system and whatever the new cad system will be. This is covered by the grant and the quote came down by $100,000. Total cost is $160,493,17. There were a few things missing from the first quote which resulted in an increase. There is a tfmeframe of up to six weeks for equipment delivery then they can schedule installatfon. Installatfon by midyear and the services include decommissioning the existfng one. The system accommodates a lot, but not cameras. Motion by Abeles-Allison, seconded by Grady to approve the Heartland Business System proposal quoted at $160,493. Amended Motion by Abeles-Allison, seconded by Grady to approve the Heartland Business System proposal quoted at $160,493 and to provide a $15,000 swing not to exceed $175,000. Motion carried, 6-0. 7. Reports a. Project Manager Report: Quaderer reports that work groups are formed and ordering has begun. The RFPs have been most of the recent work. i. Quaderer states that the Operatfons Workgroup kicks off tomorrow. The group is startfng off as a core group of operatfons. The workgroup will involve Fire, EMS, Jail, and other agencies that are involved with dispatch as they contfnue. The workgroup meetfngs will rotate between the two countfes startfng with Ashland County. Quaderer related her desire for both countfes to contfnuously involve and communicate with their dispatchers. We need to strive to work on building a solid team. Ashland – Bayfield Consolidated PSAP Board of Directors ii. IT Workgroup: Foley states that the workgroup has met a couple of tfmes and were primarily working on identffying all the IT and software systems in both centers and what is needed to merge them together. They have discussed the new workstatfons and CAD systems. They also discussed having the dispatchers logged into the software before going live to resolve any issues early. iii. GIS workgroup: Galetka reports that they have been working on completfng a mapping inventory of existfng software. A big project is working with ThinkGIS and making it into one big map. They’ve discussed automated vehicle locatfon (avl) systems. They are looking at a staffing plan and are working with Mission Critfcal Partners on documentfng the current tfme. They’ve discussed training dispatchers once the system is in place and routfne training. They talked about software contract responsibility. They held interviews for Next Gen 911 positfon and had good applicants. Goudos-Weisbecker stated that they are having bi- weekly meetfngs. She is working with Carmen Novak on mapping the layers together to figure out what data is missing in each county. Galetka states that Mission Critfcal says we will need one person from each county and possibly dispatch involved full tfme to get the system up and running. They are evaluatfng what it will take to keep it running. The board requests the GIS workgroup to communicate with them if special or additfonal assistance is needed, and to provide a check-in on the tfmeline at the next meetfng. Goudos-Weisbecker states they will work on the GIS roll out over the next month with Mission Critfcal. b. Budget Report: Quaderer reports that the last page in the agenda packet has been updated, reflectfng the new quotes, and will be emailed out again. The grant budget at 2 million is coming in at 1.9 million currently. Lines 1-4 are locked in, totaling $800,000. This leaves about 1.2 million stfll out there. The budget report for 2023 has been included in the packet. The 2024 budget will be included next month. The budget will need to be amended to include the second grant. c. Work plan: Quaderer suggests that the board should plan to meet often over the next few months. Abeles-Allison discussed setting up a meetfng with only a weeks’ notfce if necessary. Abeles-Allison states that from a calendar basis there are three major components to consider to be operatfonal. They are furniture, call taking, and radio. Quaderer states that Xybix can have the furniture here in 3 months, however, we need to begin the remodel before setting up the furniture. Houck inquired about approval from the board to begin remodeling. Abeles-Allison requests that the board is notffied first. Quaderer reports that they will need to work with DSC Communicatfons because they will need to come and move the dispatch center over to the EOC to start the remodel. We will need to narrow down the tfmeline. Zupke is going to check with the jail about the locatfon for the backup statfon in Ashland. Ashland – Bayfield Consolidated PSAP Board of Directors 8. Closed Session PSAP Director Interviews Motion by Abeles-Allison, seconded by Williams to move into close session pursuant to §19.85(1) (c) at 11:59am. Motion carried, 6-0. Motion by Grady, seconded by Sztyndor to move out of closed session at 1:05pm. Motion carried, 6-0. 9. Adjournment 1:06 pm Respectiully submitted, Maria Renz Bayfield County Emergency Management