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HomeMy WebLinkAboutAshland - Bayfield Consolidated PSAP Board - Minutes - 7/26/2024Ashland – Bayfield Consolidated PSAP Board of Directors Minutes of the Board of Directors Meeting July 26th, 2024, 11 am Ashland County Board Room The meeting of the Ashland - Bayfield Consolidated PSAP Board of Directors was called to order at 11:01 a.m. by Ron Sztyndor. A roll call was taken as follows: Ashland County Administrator – Dan Grady; Ashland County Board Member – Ron Sztyndor; Bayfield County Administrator – Mark Abeles-Allison; Present Virtually: Bayfield County Board Member – Larry Fickbohm; Ashland County Sheriff – Brian Zupke. Total: 5 present. A quorum was present to conduct business. The following were also present for the meeting: Bayfield County IT – Paul Houck; Bayfield County Emergency Management Director – Meagan Quaderer; Bayfield County Emergency Management Assistant – Maria Renz; PSAP Director – Jaime Moore; EMS Liaison – Laurie G; Ashland Fire Chief – Stuart Matthias; Ashland County Emergency Management Director – Christina Dzwonkowski; Ashland County IT – Taylor Foley; Present Virtually Bayfield County Human Resources Director – Kristine Kavajecz; Bayfield County Finance Director – Kim Mattson; Ashland County Land Records Director – Brittany Goudos-Weisbecker; Bayfield County Dispatch – Ashlee Larson; Mission Critical Partners – Stacy Banker. 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 July 1, 2024. Motion carried, 5-0. 4. PSAP Director Report Moore reported that the current focus is on the PSAP grant and budgets. He is scheduling a meeting with both Sheriff’s and Chiefs to discuss what will be split in the budget. Moore would like to propose a name change in the future for the consolidated PSAP to be the Ashland-Bayfield County Emergency Communications Center, ECC for short. This will need to be added to the next agenda and changed in the bylaws. He also proposes a position title change from CCO, civilian communications operator, to 9-1-1 dispatcher. The new title is more appropriate for the position. Moore stated that after the budgets are finalized, his next focus will be on the policies and procedures between both counties and the PSAP. He will be meeting with the staff that are affected by the changes and getting their input. He plans to conduct stay meetings with the staff. He wants to know why they Ashland – Bayfield Consolidated PSAP Board of Directors want to stay and what their interests are. Moore has also started discussions on transitioning leadership from the Sheriff’s Office to the PSAP Director. 5. Discussion and possible action regarding the FY25 PSAP Grant Application Moore is now the point person for the FY25 PSAP Grant Application. Quaderer and Moore have been working together to put together the application. Moore wants to focus on purchasing training through the grant. He is also applying for some equipment and software. The EMD software and training includes classes that are college credits. Goudos-Weisbecker discussed the GIS portion of the grant. Each county will be applying for their own GIS grant and what was being requested qualifies under the GIS grant but may not qualify on the PSAP grant. Quaderer explained that the GIS portion will be removed from the grant, leaving the $10,000 for consulting for the next year. Motion by Abeles-Allison, seconded by Grady to approve the grant application with modifications as Quaderer and Moore feel appropriate, that are allowed by the grant, with the understanding that the respective counties are committing to a 10% share. Discussion includes having flexibility in the funding requested. Amended motion by Abeles-Allison, seconded by Grady, to include in the previous motion up to a $50,000 adjustment. Motion carried, 5-0. 6. Discussion and Possible Actfon regarding PSAP designatfon resolutfon Quaderer shared that previously, the counites signed their own separate resolutions. She is requesting this board to approve and sign the PSAP designation resolution. This resolution designates the Ashland-Bayfield Public Safety Answering Point as the PSAP for both counties. Motion by Abeles-Allison, seconded by Grady to approve the resolution 2024-02. Motion carried, 5-0. 7. Discussion and Possible Actfon regarding FY25 PSAP grant resolutfon Quaderer shared that this resolution states the board supports and approves applying for the FY 25 PSAP grant. Motion by Abeles-Allison, seconded by Grady to approve the resolution 2024-01. Motion carried, 5-0. Ashland – Bayfield Consolidated PSAP Board of Directors 8. Discussion regarding the FY25 PSAP operations budget Abeles-Allison shared that budget season has begun, and the consolidated PSAP budget is due August 20th. The documents provided show the budget performance report to date. The 100 account will be the main fund. The 242 account is the grant budgets. The 2024 grant was added to the 2023 grant, so it was amended to show that total. A total of about $1.4 million, possibly $1.6 million after other expenses is projected for FY25. Abeles- Allison believes it is important for the board to know that staff are working on this and will have a budget proposal by August 20th. Zupke and Grady requested to add dispatcher wages to the next agenda meeting. 9. Discussion regarding transition to ESInet delay due to lack of response from Lumen Houck shared that ESInet is Next Generation 911. The issue that everyone is having, including the state, is that all calls are routed through the Rice Lake tower, which is owned by Lumen. Once Bayfield County is receiving those calls, it’s the first step to consolidation and moving Ashland County over. Houck is asking this board and both county boards to write a resolution to Lumen to push the project forward. Quaderer shared that the contract they signed stated our trunks would be ready in time, and they are not. Both Motorola and AT&T have expressed concern as Bayfield County needs to adhere to the contracted timelines or we risk losing our project teams. If we lose this Motorola team, we may not get them back until next year. Zupke believes we should go to a higher level in the state as well. Quaderer wrote a letter that explains the situation for legislation. We have 30 days until we are required by contract to have the circuits in place. This work was supposed to be done in April. Abeles-Allison has contacted public relations but did not receive an installation date. The state wants us to put pressure on Lumen. Moore suggested reaching out to the CEO. Everyone likes the idea of letters instead of a resolution. The committee expressed confidence and encouraged Quaderer and Moore to reach out to the leadership of Lumen and BrightSpeed to elicit response and confirm commitment on completing the SS circuits on time. 10. Mission Critical Partners recommendations for future transitions Stacy Banker from Mission Critical Partners shared the options moving forward in transitioning the leadership from the Sheriff’s Offices to the PSAP Director. One option is to write a side letter or MOU where the director is transitioned into an administrative position. This position will be where he is still in his current role but is over both PSAPs and staff until they are physically located in one building. This will help with the oversight in Ashland and the transition. Banker stated that the project is at the point that as you transition from two centers to one, the director begins to take over the project manager responsibilities. The project has moved from a planning project into execution. Banker Ashland – Bayfield Consolidated PSAP Board of Directors offered to write up a draft MOU transitioning him into overseeing both PSAPS before the full consolidation occurs. Zupke would be more comfortable with putting it down on paper. Banker will draft something up for the next agenda. Quaderer shared that the timeline to be fully consolidated is by January 1st. This MOU would give Moore the authority to sign off on policies instead of requesting both Sheriff’s Offices. Zupke inquired if Ashland County employees would still become Bayfield County employees as of January 1st even if ESInet isn’t ready. Kavajecz has been in touch with the consultant and finding wages and benefit comparables to present. 11. Adjournment: Motion by Abeles-Allison, seconded by Grady to adjourn the meeting at 11:49 a.m. Motion carried, 5-0. Respectiully submitted, Maria Renz Bayfield County Emergency Management