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HomeMy WebLinkAboutAshland - Bayfield Consolidated PSAP Board - Minutes - 10/20/2023Ashland – Bayfield Consolidated PSAP Board of Directors Minutes of the Board of Directors Meeting October 20, 2023, 10am The meeting of the Ashland - Bayfield Consolidated PSAP Board of Directors was called to order at 10 a.m. by Larry Fickbohm. 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 the meeting: Bayfield County IT – Paul Houck; Bayfield County Chief Deputy – Andy Runice; Bayfield County Emergency Management Director – Meagan Quaderer; Bayfield County Emergency Management Assistant – Maria Renz; Ashland Fire Director – Stuart Matthias; EMS Liaison – Laurie Gucinski. Present Virtually: Ashland County GIS Coordinator – Brittany Goudos-Weisbecker; Ashland County IT – Taylor Foley; Bayfield County GIS Coordinator – Scott Galetka; Bayfield County Dispatch – Walter Gurske; Ashland County Dispatch - Brenda Herlevi; Ashland County Dispatch – Michelle Aronson; Mission Critical Partners – Frank Arico and Robert Horne; Bayfield County HR Director – Kris Kavajecz. 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 Abeles-Allison, seconded by Grady to approve the Minutes of the Ashland - Bayfield County Consolidated PSAP Board of Director’s Meeting held on October 20, 2023. Motion carried, 6-0. 4. Discussion and Possible Action regarding wage and advertising of Joint PSAP Director: Motion by Abeles-Allison, seconded by Williams to immediately advertise for the hire in early 2024 of the PSAP Director with the wages and benefits as presented. Motion carried, 6-0. 5. Budget Expenditures for 2023: Quaderer presents the budget reports. Abeles-Allison explains that there are two budgets. The first account, 16, tracks the wages. The new account, 242, has been created to track the expenses of the consolidation and the accounting of the first grant. Ashland – Bayfield Consolidated PSAP Board of Directors a. Discussion and possible action to approve the purchase of 5 years of prepaid maintenance for the Motorola CallWorks agreement. There’s a five-year prepaid maintenance fee that is not covered by the grant. We currently have five years left of the current contract with CallWorks. The agreement for the maintenance fee will require more funds upfront for a five-year contract than an annual contract. However, there would be a savings of about $25,000 with the five-year contract. Motion by Grady, seconded by Sztyndor to agree and sign for the five-year contract. Motion carried, 6-0. b. 33% ($116,849.4) is currently due, with 33% due at installation and 34% due at project completion. For Motorola CallWorks. c. The DSC agreement requires 50% ($177,444) down with 40% due at installation and 10% due at project completion. The amount above is due now, the invoice for $177,444 has been received. The total cost for this DSC agreement was approved in August. Quaderer now has a contact list for DSC. Abeles-Allison said since the costs were already approved, there’s no need to make a motion to approve the payment structure. d. MCP GIS Contract – Discussion and possible action to approve the $10,000 contract with MCP for GIS consulting. GIS requested biweekly meetings versus monthly meetings with MCP. They removed the administrative work from the contract. The city of Ashland will not be providing GID data so the corresponding line in the contract has been removed. $10,000 was included in the grant application specifically for the GIS workgroup. MCP will play the role of technical smee, research and guidance, hands-on assistance, and make technical recommendations. The contract is for 6 months with MCP. The GIS data would remain separate in the two counties while merging the data together. Dispatch is only one part of who uses the data. Motion by Abeles-Allison, seconded by Williams to approve $10,000 for the MCP agreement for GIS. Motion carried, 6-0. 6. Project Manager Update a. Purchase order status: Quaderer reports that the DSC invoice has been received, the MCP agreement has been approved, and the CallWorks agreement has been approved. The RFP for furniture needs to be sent out immediately. Dispatchers requested more cabinet space; everything stayed the same. Next is the RFP for the EMD software. She states she wants to make sure we’re following all the state recommendations and CAD requirements for EMD. Ashland – Bayfield Consolidated PSAP Board of Directors b. Workgroup Formation: The GIS workgroup is formed. IT has no meeting structure yet. Houck, Foley, and a dispatcher from each county is needed for that workgroup. It is recommended to add one GIS personnel from both counties as well. Maintenance will be brought into the workgroup when needed. The idea is to hold monthly meetings for now, the workgroup will become more complex after the director is hired. The Operations workgroup will go over policies and procedures and will consist of representatives from dispatch from both counties, EMS, Fire, Law Enforcement and IT. It’s recommended to incorporate line staff. The idea is to have one representative from Fire, EMS, each Sheriff’s Office, from Ashland Police Department, and a police department from Bayfield County. This workgroup will be bigger, and everyone needs a representative. Quaderer will be the meeting facilitator for all the workgroups. The workgroups will report back to this board. Sheriff Williams suggests having Dispatcher Walter Gurske for the IT workgroup, and Ashlee Larson for the Operations workgroup. Every meeting will have a virtual component. The Operations workgroup will invite outside agencies when reviewing policies that affect them. Jail and District Attorney components to consider, also bring in when needed. Sheriff Zupke agrees Ashland County Emergency Manager Christina Dzwonkowski should be on this workgroup. It is agreed to have a stand-in for someone who cannot make it, a Lieutenant or Sergeant is a suggestion. Abeles-Allison would like a report after each meeting. He reports that these work groups are working on the nuts and bolts. The Sheriff’s Office will handle contacting the Police Departments. Quaderer would like the workgroup recommendations by Wednesday. c. Grant update: We will not hear anything until the end of this month. 7. Correspondence Regarding Board Makeup: The EMS Council represents both Ashland and Bayfield County, Laurie Gucinski has been selected to represent the EMS Council as the EMS Liaison to this board. Stuart Matthias has been selected by the Fire Association to be their representative. Matthias is requesting for EMS and Fire to be included into this board in addition to the workgroup. He is looking at the long term. Gucinski wants to be sure they have the option to be heard. Abeles-Allison stated that the board wants people involved and able to go to the board. Houck explained how people can use the Notify Me option on the website to get notifications that a meeting is taking place. Abeles-Allison would like to see the workgroups formulated and working before deciding but encourages EMS and Fire to continue having a liaison attend the meetings and to contact if needed. 8. Next meeting and agenda items: Decisions based on if the grant is approved. Nov. 15th at 10am at the Ashland Courthouse 9. Adjournment 11:12am